Setup guide
Set up the HubSpot integration
How to connect HubSpot to Freelvy, choose what it does, see what it reads and writes, and disconnect or uninstall it.
Before you start
- A Freelvy account on the Pro, Growth or Enterprise plan, or in the 7-day free trial. On Starter, the integration is shown but locked (“Available from Pro”).
- Only the owner of the Freelvy account can connect, change the settings or disconnect.
- A HubSpot account where you are allowed to install apps (a Super Admin, or a user with App Marketplace access).
- One CRM at a time per Freelvy account. If another CRM is connected, disconnect it first.
Install
- 1In Freelvy, open Settings › Integrations.
- 2Click Connect HubSpot.
- 3Sign in to HubSpot if asked, and choose the HubSpot account to connect.
- 4Review the permissions and approve them. Freelvy never sees your HubSpot password.
- 5You come back to Freelvy, which shows HubSpot is connected.
Open Settings › Integrations in Freelvy
What happens right after
- Freelvy adds a “Freelvy” group of properties to your contacts and companies.
- Freelvy finds or creates a deal pipeline named “Freelvy” with four stages: Interested, Meeting, Won, Lost. Without the optional pipeline permission, Freelvy uses your default pipeline, and you can pick another one in the settings.
- Freelvy reads your contacts, customers and open deals a first time, so they are skipped from the first campaign. A large account can take a few minutes.
Permissions Freelvy asks for
Each permission has one job. Freelvy asks for nothing else.
| Permission | Why Freelvy needs it |
|---|---|
| oauth | Required by HubSpot for every app that connects with OAuth. |
| crm.objects.contacts.read | Know who is already in HubSpot, and avoid duplicates. |
| crm.objects.contacts.write | Add prospects, fill empty fields, and add emails, replies, notes and tasks to the contact. |
| crm.objects.companies.read | Find customer companies, and find a company by its domain. |
| crm.objects.companies.write | Add the prospect’s company and link it to the contact. |
| crm.objects.deals.read | Find people with an open deal, and list your pipelines. |
| crm.objects.deals.write | Create a deal when someone is interested, and move it when a meeting is booked. |
| crm.schemas.contacts.write | Create the “Freelvy” properties on contacts. |
| crm.schemas.companies.write | Create the “Freelvy” properties on companies. |
| crm.schemas.deals.write (optional) | Create the “Freelvy” pipeline. Without it, Freelvy uses your default pipeline. |
Settings
Everything is set in Freelvy, in Settings › Integrations. Every team member can see the connection. Only the account owner can change it.
| Setting | Choices | Default |
|---|---|---|
| Skip people already in HubSpot | Contacts already in HubSpot · Customers (and their company) · People with an open deal | All on |
| Champions and lost deals | Freelvy follows the contacts of your won and lost deals. To follow a champion, tick the contact property “Freelvy - champion” on the contact in HubSpot. | — |
| Add prospects to HubSpot | When a campaign starts · When I approve a row · Never | When a campaign starts |
| Keep the history | Emails sent · Replies | All on |
| Deals | Create a deal when someone is interested or books a meeting · Pipeline · Stage when interested · Stage when a meeting is booked · Add a task to reply within 24 hours | On, “Freelvy” pipeline |
- Customers are the contacts and companies at the Customer lifecycle stage. People with an open deal are the contacts and companies linked to a deal that is not closed.
- With “Never”, Freelvy adds no new contacts. It still logs emails and replies on contacts that already exist in HubSpot.
- “Check now” reads your HubSpot list again right away. The card also shows how many people and companies were skipped thanks to HubSpot.
What Freelvy reads and writes
Freelvy reads only what it needs to skip people and avoid duplicates. It writes only what is listed here.
| Object | Read | Written |
|---|---|---|
| Contacts | Email, first and last name, job title, company, lifecycle stage, and the Freelvy properties | Email, first and last name, job title and company (only when empty on a contact you already have), and the Freelvy properties |
| Companies | Name, domain, lifecycle stage | Name and domain of a new company, the Freelvy properties, and the link to the contact |
| Deals | Stage, open, won or lost, amount, close date, linked contacts and companies | Name, pipeline, stage and description of the deals Freelvy opens, linked to the contact and the company |
| Pipelines | Your deal pipelines and their stages | The “Freelvy” pipeline, once, at connection |
| Emails | Nothing | Each email sent and each reply: subject, text, date |
| Notes | Nothing | The reply that opened the deal, on the contact and on the deal |
| Tasks | Nothing | “Reply to” the person, due within 24 hours, when someone is interested |
The Freelvy fields
| Field | On | What it holds |
|---|---|---|
| Freelvy - origin | Contacts, companies | “freelvy” when Freelvy created the record. |
| Freelvy - campaign | Contacts | The Freelvy campaign the person was found in. |
| Freelvy - sequence id | Contacts | A reference our support team can use. |
| Freelvy - location | Contacts | Where the person or company is based. |
| Freelvy - signal | Contacts | The fact about the company the first email was built on. |
| Freelvy - lead source | Contacts | The kind of source the lead came from, for example a map listing or a job board. |
| Freelvy - reply category | Contacts | How Freelvy classified the last reply, for example interested or meeting booked. |
| Freelvy - company size | Contacts, companies | Headcount range. |
| Freelvy - industry | Contacts, companies | The company’s industry. |
| Freelvy - champion | Contacts | A box you tick on a contact who champions you. Freelvy only reads it. |
Rules Freelvy always follows
- It never overwrites your data. On a contact you already have, it only fills empty fields and its own Freelvy properties.
- It finds people by email and companies by domain before creating anything, so it does not create duplicates.
- One deal per conversation. When someone who was interested books a meeting, the same deal moves to the meeting stage.
- Personal email domains, like gmail.com, are never treated as a company.
- Contacts Freelvy created are not skipped, so its own campaigns are not blocked.
- Your list of people to skip is read again every 6 hours, whenever HubSpot reports a change, and just before each campaign launch.
- Updates to HubSpot wait in a queue. If HubSpot is slow or unavailable, they are retried later. The card shows any update that could not be sent.
- If HubSpot stops accepting the connection, the card shows “Needs reconnecting” and nothing is sent until you click Reconnect.
- If the account moves to Starter, syncing pauses and nothing is removed. It resumes as soon as you switch to Pro.
Disconnect
- 1In Freelvy, open Settings › Integrations.
- 2Click Disconnect, then confirm.
What happens to your data
- Freelvy stops writing to HubSpot, and updates still waiting are cancelled.
- Freelvy stops using HubSpot to skip people, and deletes its copy of the list.
- Freelvy deletes its access keys to your HubSpot account.
- Everything already in HubSpot stays there: contacts, companies, deals, emails, notes, tasks, the Freelvy properties and the Freelvy pipeline. You can reconnect at any time.
Uninstall
- 1In HubSpot, click the settings icon in the top bar. In the left sidebar, open Integrations › Connected Apps.
- 2Find Freelvy, open Actions, click Uninstall and confirm.
- 3In Freelvy, click Disconnect in Settings › Integrations, so Freelvy also deletes its copy of your list.
Once uninstalled, Freelvy can no longer read or write anything in HubSpot. Data already in HubSpot stays. To remove the Freelvy properties or the Freelvy pipeline, delete them in HubSpot’s settings.
HubSpot’s help on uninstalling an app
Help and support
Write to contact@freelvy.com or use the contact page. We answer in English and French.
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