- How to register for a Heeros PSA account
- How to activate HubSpot integration in Heeros PSA settings
- Mapping of User IDs
- Mapping of Won and Lost Deals/Projects
- Mapping of Extra Fields for Deals/Projects
- Data Flow for Contacts
- Data Flow for Companies/Accounts
- Data Flow for Deals/Projects + Extra Fields
- How to Deactivate Hubspot account in Heeros PSA
The integration between Heeros PSA and HubSpot enables a seamless two-way synchronization of pipelines, stages, deals, contacts, and companies. This connectivity ensures that any updates or engagements logged in HubSpot are automatically reflected in the Heeros PSA project management system, and vice versa.
With this setup, you maintain up-to-date information across both platforms, facilitating better project tracking and client management.
HubSpot: Sales Hub required
How to register for a Heeros PSA account
To sign up for Heeros PSA, visit the website pricing page, choose the plan that suits your business needs, and complete the sign-up form. For any assistance, Heeros customer support is available to help with the process.
For an in-depth understanding of how Heeros PSA works and to see it in action, you should also consider viewing the product demo.
How to activate HubSpot integration in Heeros PSA settings
Navigate to Heeros PSA account settings
First, go to the Heeros PSA Settings > Integrations > All integrations. Under the HubSpot logo, click Activate to start the integration process.
Confirm activation
Now you can start the integration by clicking the blue Connect HubSpot button.
Select HubSpot account you wish to integrate to Heeros PSA
When you click Connect HubSpot, Heeros PSA will redirect you to your HubSpot account, where you can select the account you wish to integrate to Heeros PSA.
Confirm HubSpot account
After selecting the account, HubSpot will show what Heeros PSA will have access to from HubSpot once the integration is done. Confirm the selection of the HubSpot account by clicking Connect app.
Mapping of User IDs
Now that the integration is done, you can start by mapping: Users, Won & Lost stages, Pipeline stages.
This can all be done in the Settings view in Heeros PSA.
Get User IDs
To be able to map the users in HubSpot and Heeros PSA, you need to fetch the user IDs from HubSpot.
To do this, go to Settings > Integrations > All Integrations, then click Edit under the HubSpot logo and then click Get User IDs.
This will open up a text file with your HubSpot user IDs.
Add HubSpot ID to Heeros PSA user profile
Go to User Management > Users and add the user ID found in the text file to your specific Heeros PSA user. The HubSpot field can be found under the User Card > Profile information.
Mapping of Won and Lost Deals
You can create a two-way sync between HubSpot and Heeros PSA for the Won and Lost deals.
Here's how it's done.
Define the pipeline stages in HubSpot
Go to your HubSpot Pipeline settings and define your Won Deal stage. Name the stage and select Won in the Win Probability column. Then click the </> icon and copy the internal ID code.
Go to Heeros PSA's HubSpot settings and add the Won Deals internal ID code to the Won HubSpot stage ID field.
Similarly, create a stage for the Lost Deals in HubSpot, copy the Lost Case internal ID code and add to the Heeros PSA Lost Hubspot stage ID field.
Mapping of Pipeline Stages
Mapping pipeline(s) is also done in the Heeros PSA Settings view.
You can sync multiple pipelines and stages.
In the same way you synced the Won and Lost stages, go to HubSpot's settings view and copy the internal ID codes for each stage.
Then go to Heeros PSA's HubSpot integration settings and add the internal ID code to the HubSpot ID field next to the respective Heeros PSA field.
Sync existing Deals/Projects to and from HubSpot
Now that you have synced your stages and pipeline(s), you can choose to sync existing deals/projects to and from HubSpot by clicking the buttons Get from HubSpot and Send to HubSpot on the stage row in Heeros PSA.
Note! If you close the deal in Hubspot in the Heeros PSA it will go to status "Closed" and get the tag "Deleted in Hubspot". If you close the deal in Heeros PSA, it will be in status "closed" in Hubspot.
Mapping Extra Fields for Deals/Projects
In Hubspot
Go to your deals properties in HubSpot and use the same </> icon to get the property-specific Internal name code.
Heeros PSA Extra Fields
Now you need to create extra fields in PSA that match the HubSpot properties.
1. Go to Settings > Feature Settings > Projects > Extra field to project details
2. Click Add field and make sure the field type is the same as in HubSpot:
3. Add Field Name and other information + the HubSpot Internal name to the HubSpot ID column. Save row with the green icon.
Data Flow for Contacts
This shows how information will flow between HubSpot and Heeros PSA contacts.
This requires the permissions for Contacts in both software.
Adding a new Contact in HubSpot and/or Heeros PSA creates an item with the two-way sync in the other software.
You can edit the two-way sync between the two software by editing the below fields.
Data Flow for Companies/Accounts
This shows how information will flow between HubSpot and Heeros PSA accounts.
This requires the permissions for Accounts in both software.
Adding a new Company in HubSpot and/or Account in Heeros PSA creates a new item in the other software with a two-way sync.
You can edit the two-way sync between the two software by editing the below fields.
Data Flow for Deals/Projects + Extra fields
This shows how information will flow between HubSpot deals and Heeros PSA projects.
This requires the permissions for Deals and Projects in both software.
Adding a new Deal in HubSpot and/or Project in Heeros PSA creates an item in the other software with a two-way sync.
You can edit the two-way sync between the two software by editing the below fields.
Note! If you create extra fields in HubSpot, you can map them also to the Heeros PSA extra fields. You need to create the same type of field in both software to be able to sync.
Optional field types include e.g. text field, dropdown, date.
How to Deactivate Hubspot account in Heeros PSA
To deactivate the HubSpot integration in your Heeros PSA, navigate to Settings > Integrations, and click on EDIT on the HubSpot card.
From there, you can manage the connection settings or deactivate the integration as needed.
Click the Deactivate button located in the right-hand corner and follow the subsequent prompts to complete the process.
After deactivation, the synchronization will cease, but rest assured that no data from either software will be deleted; only the sync between them will be terminated.