How To Sync HubSpot Contacts with Referral Factory (and Generate Their Referral Links)

Sync your HubSpot contacts to generate unique referral links for each of them. Send these links along with each referrer's stats back to HubSpot for easy distribution and monitoring of your referral program within your CRM.

πŸ“Œ Want to know more about Referral Factory's integration with HubSpot? Consult the overview πŸ“– HubSpot and Referral Factory: A Full Guide πŸ“–

Step 1: Create A Custom Property in HubSpot 

β†’ Before you configure the sync between Referral Factory and HubSpot, you will need to create a custom property in HubSpot to store each contact's Referral Link. 

β†’ You may also want to create properties to store each referrer's performance metrics, i.e. the number of people they have referred [Referral Count] and the number of those referrals that have been successful [Converted Referral Count]. 

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Step 2: Start Your Sync in Referral Factory 

You can sync your HubSpot contacts from two places in Referral Factory:

  1. From the Promote section inside the campaign builder β†’ Click Generate referral links for your contacts by syncing them.
  2. From the Users Tab β†’ Click Add Users β†’ Click Sync Your CRM Contacts.


Step 3: Choose The Contacts You Want to Sync

β†’ Choose if you want to sync all your contacts or a list of contacts. You can sync active or static HubSpot lists with Referral Factory. 

β†’ Click Next.

Step 4: Map Your Fields From HubSpot To Referral Factory

β†’ Map the property fields from HubSpot to the relevant data fields in Referral Factory. 

β†’ Click Next. 

Step 5: Map Your Fields From Referral Factory To HubSpot 

β†’ Map the data from Referral Factory to the properties you have created in HubSpot. To surface each contact's referral link inside HubSpot, you must map the field "Referral Link". 

β†’ Click Next. 

πŸ’‘ If your recently created HubSpot properties aren't available for selection in Referral Factory, try clicking the refresh icon.


Step 6: Confirm (With The Option To Sync Ongoing)

β†’ In the final step, you have the option to make the sync function on an ongoing basis. Use the toggle to make the sync ongoing. 

β†’ Click Start Sync.

πŸ’‘ You can stop the ongoing sync from the Promote section of the campaign builder. Learn more.


❗️Contacts that you sync will not be automatically notified or sent their referral link, even if your email notification for the person referring is switched on. If you would like to notify them, please use your own marketing channels or Referral Factory's once-off email feature

❗️This is not a two-way sync. In other words, direct users who sign up for a referral link via the Pages for the Person Referring will not be automatically added to HubSpot. Should you wish to set up this function, you can do so on the Integrations step of the Campaign Builder by scrolling down to the section titled Person Referring (send direct users into HubSpot).


Frequently Asked Questions 


How long does it take to sync HubSpot contacts?

This depends on the number of contacts you’ve synced and how busy the platform is at the time of your sync. Please note that for lists of over 1000 contacts, your sync can take up to 12 hours.


What is the difference between an active and a static HubSpot list?

Active lists in HubSpot automatically update based on criteria you set, while static lists require manual additions and removals. Many Referral Factory clients sync an active HubSpot list on an ongoing basis, meaning that whenever a contact reaches a certain deal stage or similar status, they are automatically added to the list and enrolled in the referral program. 


How do you stop an ongoing sync?

β†’ From the Campaigns Tab, click Edit Campaign to enter the campaign builder.  

β†’ If you have an active, ongoing sync, you should see a green toggle underneath the block titled β€œGenerate referral links for your contacts by syncing them” in the Promote section. 

β†’ Click this toggle to stop the ongoing sync.