Referral Factory can automatically create a new contact or create a new deal in HubSpot when someone signs up using their friend's referral link. That way, your team can pick up the referred lead without skipping a beat!

In addition to creating a new contact or deal in HubSpot when you get a new referral, Referral Factory can track that referral and automatically qualify them when they convert in HubSpot using your regular workflows. Qualify your referrals by updating a contact property like Lead Status or Lifecycle Stage or qualify by a change in the Deal Stage.

To connect your HubSpot account with Referral Factory make sure you are logged in to both accounts and that you have the correct permissions on both HubSpot and Referral Factory.

→ Go to the Setting Tab on the left-hand navigation bar.

→ Click on the Integration and Pixels tab

→ Connect HubSpot and follow the prompts to authorize

→ Click Edit Campaign to enter the campaign builder.

→ Navigate to the Integrations step in the top navigation bar.

→ Select the option for “Person Invited” .

→ From the drop-down list, configure what you want Referral Factory to do when you get a new referred user.

Either select “Create new Contact in HubSpot” OR “Create new Deals in HubSpot”.

If you choose “Do Nothing” our system will not do anything inside HubSpot.

If you select this option then Referral Factory will create a new contact inside HuBSpot whenever you get a new referred user. To set this up you need to:

→ Map the data fields from Referral Factory to your contact properties in HubSpot

→ Once you have mapped all your fields, click Next.

Below is an example of the types of fields you can map from Referral Factory to HubSpot

You can choose to map Dynamic Data or Fixed Data

Think of dynamic data as personalized info and fixed data as standard info.

You can map as many fields as you like but in some cases, you may need to create additional properties inside HubSpot so that we can store the data in that particular property. Should you wish to store referral data related to the person who made the referral, first create the relevant properties inside HubSpot. You could, for example, create properties to house information like:

If you select this option then Referral Factory will create a new deal inside HuBSpot whenever you get a new referred user. To set this up you need to:

→ Map the data fields from Referral Factory to your Deal properties in HubSpot

→ Once you have mapped all your fields, click Next.

There is an option for you to choose if you also want Referral Factory to associate a contact to the deal we create. If you toggle this option on then you must ALSO map the fields for the contact.

💡 If you recently created properties, pipelines, or deals in HubSpot and they are not showing as an available option for selection in Referral Factory, try clicking the Hard Refresh icon at the bottom of the drop-down you are trying to map to.

→ Choose whether Referral Factory should update existing contacts.

→ Click Next.

We can either update your existing contacts with the information they enter when they sign up which will allow the contact/referral to qualify OR we can do nothing and not update the contact which means the contact/referral will not qualify.

Please note that choosing to update existing contacts could override data inside HubSpot.

If you would like to automatically qualify the Person Invited when they convert in HubSpot, set the rules that will trigger the automatic qualification. If you choose to qualify users using a different method, simply leave this section blank.

You can qualify referrals using a contact property or a deal stage. The option available to you on this step will depend on whether or not you chose to create a new contact or a new deal in the earlier steps.

→ Select the method you want to qualify.

→ Select which contact property will be changing that will qualify the referral. For example, "Lead Status" or "Lifecycle Stage."

→ Select the value(s) of the property that should trigger a qualification in Referral Factory. For example, "Converted" or "Customer."

In the example below, the action that the person invited must take is to become a customer. Once the Lifecycle stage of the contact property is updated to Customer inside HubSpot, the referral will automatically qualify inside Referral Factory.

Referral Factory will automatically create a deal for your new referred lead you can then qualify the referral when the deal moves to a particular deal stage.

→ Select the method you want to qualify.

→ Select the deal stage(s) that mean the referral has been successful or converted; i.e., the stage that should trigger a qualification in Referral Factory. For example, "Closed Won."

In the example below, the person invited must reach the deal stage “Closed won” for the referral to be considered successful. Once the deal stage changes to “Deal Closed Won” inside HubSpot, the referral will automatically qualify inside Referral Factory.

Once you have setup your integration, here are some steps you can follow to make sure your integration is working correctly.

→ Open your campaign link in a private window or incognito mode and sign up as the Person Referring. Please note that Referral Factory uses cookies, so if you have already visited your campaign link, you may see the incorrect step.

→ Be sure to use an email address that does not already exist as a user in your referral campaign and, depending on your settings, does not already exist in HubSpot. We recommend using plus addressing to make sure that each email address is unique and easily searchable. For example, [email protected].

Once you have your referral link you can either use one of the share icons to share your referral link or click "Copy Link" and open your referral link in a different browser

→ Once you have opened the referral link generated for the Person Referring, enter your details and sign up as the Person Invited.

→ Be sure to use an email address that does not already exist as a user in your referral campaign and, depending on your settings, does not already exist in HubSpot. We recommend using plus addressing to make sure that each email address is unique and easily searchable. For example, [email protected].

→ Check that the Person Invited is created in the Users tab inside Referral Factory.

→ Check that the contact is created in HubSpot with all the data you have chosen to map across.

→ Update the contact property or deal stage of the Person Invited inside HubSpot as per the settings you configured.

→ Return to Referral Factory to check the status of the contact you just converted in the Users tab. Note that it can take up to 30 minutes for the data to pass from HubSpot to Referral Factory.

→ Double check that you have mapped the HubSpot properties {First Name} and {Email}. These are required fields and must be selected for the contact to be created in HubSpot.

→ Check whether you have mapped any unsupported property field types. Referral Factory currently does not support the following HubSpot property field types:

→ Verify if the user is already part of your campaign by searching from the Users tab in Referral Factory. If the user joined the campaign before the settings to send direct users were set up, a contact will not be generated in HubSpot. Essentially, the function does not work retroactively.

→ Verify if the contact already exists in HubSpot and check your settings in Referral Factory for how to handle duplicate users.

→ Check whether any of the HubSpot properties you mapped to Referral Factory during your setup have data validation rules or character limits.
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→ Try disconnecting your HubSpot integration and clearing your cache. After doing so, reconnect and attempt again to see if the property appears in the available options.

→ Check whether you have mapped any unsupported property field types. Referral Factory currently does not support the following HubSpot property field types:

→ Check whether any of the HubSpot properties you mapped to Referral Factory during your setup have data validation rules or character limits.

→ Try disconnecting your HubSpot integration and clearing your cache. After doing so, reconnect and attempt again to see if the property appears in the available options.

→ Make sure you have chosen the option to update contacts under the section "How To Handle Duplicate Users" in your HubSpot integration setup. Whatever fields you have mapped in the integration step will be updated for the contact inside HubSpot. Keep in mind that enabling this setting may result in existing HubSpot contact data being overwritten.

→ Try disconnecting your HubSpot integration and clearing your cache. After doing so, reconnect and attempt again to see if the property appears in the available options.

→ Click the yellow hard refresh option at the bottom of the drop down menu that you are trying to find the property of.

→ Check if you have selected a CRM field for any pages in the campaign builder. If you have chosen to use a CRM field, then Referral Factory will automatically map the field to HubSpot. Should you wish to map the property differently, rather use an input field or select field and map the field manually.

→ Check whether the property has already been mapped to another field. It is not possible to map a HubSpot property to multiple Referral Factory fields.

→ Ensure that the HubSpot property is visible, i.e. it should be set to "Show in Forms".

→ Try disconnecting your HubSpot integration and clearing your cache. After doing so, reconnect and attempt again to see if the property appears in the available options.