The HubSpot integration reads your HubSpot data into Four/Four so conversations and insights link to your companies, contacts and deals. Optional add-ons import call recordings and Service Hub tickets. Four/Four also logs conversations it records as Call records in HubSpot, and a CRM card shows Four/Four data on HubSpot records. Connecting requires a HubSpot user who can install and authorise apps, typically a Super Admin.
Data Four/Four reads from HubSpot
You connect with OAuth: you sign in to HubSpot and approve access, and no HubSpot password is stored in Four/Four. After connecting, Four/Four imports your data and then checks HubSpot for changes about every five minutes. The card shows Syncing... until the first import completes, then Connected. Four/Four requests read access to the objects below, plus permission to create records on contacts so it can log calls. HubSpot lists the full permissions on its approval screen.
Data | Requires |
Companies, Contacts, Deals, Products, Line items, Owners, Currencies (multi-currency accounts) | HubSpot connection |
Call records that have a recording | HubSpot Calls connection |
Tickets and their notes | HubSpot Service Hub connection (a HubSpot account with Service Hub) |
Custom objects | A custom list (see below); refreshed once a day |
Connect HubSpot
In Four/Four, go to Settings > Connections.
Under Customer relationship management, find HubSpot and click Connect.
Sign in to HubSpot, choose your account if asked, and approve access. You are returned to Four/Four and the import starts.
To add another HubSpot account, use the plus button next to the card; each connection has its own settings. To disconnect, click Disconnect on the card.
HubSpot Calls and Service Hub
In Settings > Connections, click Connect on HubSpot Calls (under Call recording) or HubSpot Service Hub (under Service management). If HubSpot is not connected yet, you are first taken through the HubSpot sign-in.
HubSpot Calls imports a call as a conversation only when it has a recording, was connected, was made with HubSpot's calling tool, and was with a contact. Calls logged by Aircall are skipped because Aircall has its own integration. Tickets are imported from a recent point in time rather than your full ticket history.
Write-back: Call records
Four/Four does not edit your existing HubSpot records. When a conversation recorded by Four/Four (for example by the Four/Four notetaker) finishes processing, it creates a Call record in HubSpot. This is on by default. Conversations imported from other tools are not written back.
The call is titled after the conversation followed by "(Four/Four)", has the disposition Connected, and uses the meeting start time and duration.
The description contains a link to the conversation in Four/Four and the AI summary. It is written when the call is created and is not overwritten by later updates.
The call is associated with the matched contacts, deals and companies.
The owner is the meeting organiser if they are a HubSpot user, otherwise the HubSpot user who spoke the most, otherwise another linked HubSpot user.
If the conversation is deleted in Four/Four, the Call record is deleted too.
To stop Four/Four logging calls in HubSpot, ask your Four/Four team to turn it off. If you connected HubSpot before this feature existed and calls are not appearing, disconnect and reconnect HubSpot so the required permission is granted.
Custom filters
Custom filters let you filter and group insights by your own HubSpot properties.
On the HubSpot card, click Settings (the cog). It appears once the card is Connected or Syncing....
Under Custom filters, click Add custom filter.
Choose the Record type, the Field, the Field type (Picklist, Multi-picklist, Numeric, Text search, Date range, Boolean or User) and a Name.
Click Save.
A saved filter cannot be edited. Delete it with the bin icon and create a new one.
Custom lists
A custom list turns the records of a custom object into insights. The object needs a text property that holds the content.
In HubSpot, create a list containing the custom object records you want to import.
In Four/Four, open the HubSpot Settings and, under Custom lists, click Add custom list.
Choose the List, the Insight content property, the Insight date property and the Insight type.
Click Save.
Lists are refreshed once a day. A saved list cannot be edited; remove it with the bin icon. Insights already imported are kept.
Excluding records
To keep specific records out of Four/Four, create a property with the internal name fourfour_ignore on the object and set it to true on those records. They are left out, or removed if already imported. The property is read on calls, tickets and custom list objects, not on companies, contacts or deals.
Four/Four CRM card
The card appears on company, contact and deal records. It shows the latest conversations linked to the record, the number of insights, the top topics and a link to explore them in Four/Four. Your Four/Four team can help you add it to your record views. If a record is brand new, the card asks you to try again in a few minutes while it syncs.
The HubSpot user is matched to a Four/Four user by email address. "Your user account could not be identified" means no active Four/Four user has that email.
Troubleshooting
Authentication failed. Four/Four can no longer use the connection, for example because the connecting user lost access or the app was uninstalled. Click Disconnect, then Connect and sign in again.
Syncing... for a long time. The first import of a large account takes time. Contact support if it does not complete after a few hours.
Not connected. HubSpot has not been set up or was disconnected. HubSpot Calls and Service Hub also need the main HubSpot connection.
Authentication error banner on the Connections page. HubSpot rejected the sign-in. Try again as a user who can install apps, and contact support if it persists.
Calls are missing. Check that the call has a recording, was connected and was made with a contact, and that fourfour_ignore is not set.
Permissions
Connecting and disconnecting HubSpot in Four/Four needs the Manage connections permission. Without it, you cannot connect or disconnect the integration.
Each person who uses the CRM card needs a Four/Four user licence. In Four/Four, go to Settings > Team, open the user and, under User licences, turn on HubSpot ("Can access the app in HubSpot"). Licences are shown only if your plan includes them. Without the licence, the card shows "Your user account is not licenced for this feature".