How to integrate HubSpot ServiceHub and HubSpot Sales with Zuper?
With Zuper's first-class integration with HubSpot ServiceHub and HubSpot Sales Hub, you can work seamlessly across your sales, services, and support teams to deliver an exceptional customer experience. Using Zuper integration with HubSpot, you can easily create and dispatch field visit jobs, pick the right slot and technician using Assisted Scheduling directly, and access Zuper Job Status updates within HubSpot tickets and deals.
Read more about HubSpot Sales Integration from below link :
Prerequisites
1. You must have an active account with HubSpot integration.
2. You can connect only one HubSpot account to a Zuper account at a time and vice versa.
3. Ensure the Zuper account used for API key generation and the one connected to HubSpot are different .
The initial setup is critical for the integration to function smoothly. Once the integration is successfully set up, the Zuper widget will appear in the right-side pane within the HubSpot Deal and Ticket details page.
Please follow the steps below to connect your Zuper Account with your HubSpot ServiceHub and HubSpot Sales account.
A. Integrate Zuper and HubSpot (Setup):
1. Log in to your “HubSpot” account and go to the app marketplace.
2. From the app marketplace, navigate to Customer Service, then Field Service Management, and select "Zuper."
3. Click the "Install app" button at the top of the screen to connect. The Zuper app will be downloaded and installed. 
4. Provide Zuper login credentials, including your company name, email, and password, to log in to your Zuper account.
5. Once you're logged in to your Zuper account, click your Profile Picture in the top right corner of the screen and select "App store."
6. You will be redirected to the Zuper App Marketplace where you’re required to choose the category ”CRM” and select “HubSpot."
7. Click the "Install HubSpot" button, and you will be redirected to HubSpot.
8. Choose the HubSpot account to which you would like to link the Zuper account.
9. The scope approval access request from HubSpot account screen appears. Check mark on the terms and conditions and click the "Connect App" button.
10. Now, you can enable “Update HubSpot Settings” by entering the following details.
i). Zuper API Key (Mandatory Field) - Enter the Zuper API key (Click here: How to generate Zuper API Key).
ii). Sync Zuper Status Updates (Mandatory Field) - Choose “Yes” to enable the sync of Zuper current job status updates with HubSpot.
iii) Sync Zuper Job Notes (Mandatory Field) - Choose “Yes” to enable sync of Zuper Job Notes current job status updates with HubSpot.
iv) HubSpot Status Field Name (Mandatory Field): Enter the "Status" field API name of Zuper from where the current status is fetched and reflected in HubSpot.
To get the Status Field Name, Log in to your HubSpot account, and under settings, choose Tickets → Manage ticket Properties → All Properties --> choose Field Visit Status property → Select the "</>" link under field type.
You need to copy the API label as follows from the "Internal Name" option and paste the same under "HubSpot Status Field Name."
v) HubSpot Assignees Field Name - Enter the "Assignees" field API name of Zuper from where the current status is fetched and reflected in HubSpot.
To get the Assignees field name: Login to your HubSpot account, and under settings, choose Tickets → Manage ticket Properties → All Properties --> choose Assigned Technician property → Select the "</>" link under field type.
You need copy the API label as follows from the "Internal Name" option and paste the same under "HubSpot Assignees Field Name."
vi) HubSpot Completed Date Field Name -Enter the internal
name of the completed date field in HubSpot to which the Zuper status-completed/closed
date will be synced.
vii) HubSpot Customer Feedback Field Name - Enter the internal
name of the customer
feedback field in HubSpot to which the Customer Signature
is to be synced from Zuper.
ix) Sync HubSpot Job
Notes (Mandatory Field) - Choose "Yes" to
enable the sync of HubSpot Job Notes updates with Zuper.
x) HubSpot to Custom Fields Mapping - Enter the custom fields API field name of HubSpot followed by Zuper's custom API field name separated by commas from where the current status is fetched and reflected from Zuper.
11. Once you have filled in all the information, click the “Update” button. Your preference will be updated successfully.
These are the prerequisites for HubSpot and Zuper integration. Once the above setup is ready, a custom workflow action is configured in HubSpot to have a smooth data flow between the apps.
B.
Create Zuper Jobs within HubSpot
You
can create jobs in Zuper through the widget in HubSpot's right-hand pane of the
Deal/Ticket Object.
Zuper's linked jobs
are also found in this section. More than one job can be created for each
deal/ticket.
To create a new job, Click
the "Create Job" button.
The above dialog box opens. Fill in the relevant job details, including all mandatory fields such as
Job Category, Scheduled Date, Due Date, etc.
When
you try to create a new job from the Zuper widget in HubSpot, some fields, such
as Job Title, priority, and Service Address, will be prefilled in the form. The
contacts associated with the Deal/Ticket will get pushed. This allows you to
create the job quickly.
Zuper Fields | HubSpot's
Equivalent Field for Zuper |
Customer | Contacts |
Organization | Company |
Assets | Same (Display as
per Zuper master) |
Parts | Same (Display as
per Zuper master) |
The customer doesn't
need to be present in Zuper while creating a new Job in Zuper, and the customer
fetch from the system happens with the email ID match.
The service address
is the customer's (Contact), and the billing address is the Organization's
(Company).
1. While creating a
job from the HubSpot widget, an existing Zuper customer can be chosen from HubSpot
or a new customer can be created ad hoc in the widget and linked to Zuper.
2.
To associate an existing customer, you can choose them from a dialog box based on
the available list by searching for their name in the widget's search bar.
3. To add and
associate a new customer with this job, click the "New Customer"
option in the widget and provide the necessary details to create a customer. The
customer will be associated with the job.
Notes for Job
Creation:
- A Customer (Contact) or an Organization (Company) is mandatory when creating a new Job.
- The HubSpot widget allows you to create recurring jobs with the following recurrence schedules: Daily, Monthly, Weekly, and Yearly.
- Assets, parts, and services related to the job can be picked for the service.
Whenever the field
technician marks the status as "On my way" on Zuper, the HubSpot
Agent can track their location and ETA through the "Track Technician"
option under the job's actions in the widget.
Points to Note in HubSpot Service and
Sales
- Portal ID—The HubSpot integration is company-wide. The "Portal ID" identifies a particular HubSpot account.
- Ticket ID/Deal ID - The ticket ID/Deal ID is a unique ID of HubSpot Service Hub/Sales Hub that gets pushed to a Custom Field in Zuper to link the two records.
- The highlighted section is the HubSpot Ticket ID, which is auto-captured from HubSpot and stored within a custom field in Zuper.
- Ticket/Deal ID is significant as the Job fetch from Zuper happens with this ID only.
Note: The ticket ID/Deal
ID is populated automatically when the sync occurs and should not be manually
changed. Otherwise, it could break the link between the two records in HubSpot and Zuper.Uninstall HubSpot
1. Once you're logged in to your Zuper account, click your Profile Picture in the top right corner of the screen and select "App store."
2. You will be redirected to the Zuper App Marketplace where you’re required to choose the category ”CRM” and select “HubSpot."
3. Click the "Uninstall HubSpot" button, and Zuper will be disconnected from HubSpot.
4. The uninstallation is successfully done.
Note: Once you "Uninstall" Zuper from HubSpot, the previous data synced between HubSpot and Zuper is retained in Zuper and the ongoing data sync gets disconnected between Zuper and HubSpot.
The business can easily ensure the deal conversion to job done successfully. In addition, with the bi-directional data flow, job details get updated on both apps (HubSpot CRM & Zuper).
HubSpot <> Zuper Workflow Automation
With the HubSpot – Zuper Integration, currently you can create a job in Zuper from HubSpot using the Zuper widget on the right-side pane. This provides flexibility in creating a job to suit your different needs. You can specify the job details in the form and create a job. But this will involve some manual effort.
HubSpot Workflow Automation allows you to set up the automatic creation of jobs from deals and tickets from HubSpot to Zuper. You will have greater control over when data from HubSpot is pushed using triggers and how the data is pushed to Zuper with the mapping table. You can push a deal or a ticket to a job as well as sync customers and organizations data.
Pre-requisites:
- It would be best if you were
in the HubSpot Professional or Enterprise plans.
- Ensure HubSpot<>Zuper
Integration is set up (Use this link to set up).
How to install and use Zuper - HubSpot integration
Install HubSpot
1. Log in to your “HubSpot” account and go to the app marketplace.
2. From the app marketplace, navigate to Customer Service, then Field Service Management, and select "Zuper."
Click here to know more about HubSpot installation.
Data Flow:
With workflow automation, we can define how data flows between Hubspot and Zuper. Currently, Data flows from the following Hubspot to Zuper modules are supported:
HubSpot | Zuper |
Deal | Job |
Ticket | Job |
Contact | Customer |
Company | Organization |
Module-level data flow is predefined and cannot be changed i.e. data from deal will always flow into Job and vice versa.
The
fields are mapped within each module, which you can control in the mapping
table, as explained in the following section. Flows can be unidirectional or
bidirectional.
Field Pairing
In the integration between Zuper and HubSpot, field pairing is the method used to specify how the fields in Hubspot are connected to the fields in Zuper. This process guarantees that data is accurately moved and interpreted between the two systems.
1. Map the "Deal to Job" fields. HubSpot's fields gets sync with Zuper field.
a. Deals field in HubSpot will get synced with Job fields in Zuper.
b. Contacts field in HubSpot will get synced with Customer fields in Zuper.
c. Company fields in HubSpot get synced with Organization fields in Zuper.
You can use any one of the arrows to define the way the sync should happen.
i) Single forward and backward arrow represents one-way sync.
ii) Two parallel arrows represents two-way sync.
Note: Click the "Add Field" button to add the additional fields for mapping.
Note: The Default value column lets you define the default value to be used in case it is empty in Zuper / HubSpot.
2. Map the "Ticket to Job" fields. HubSpot's fields gets sync with Zuper field.
Click the "Save Changes" button to save & configure the workflow.
Field Pairing should be specified for all modules which need to be synced between Hubspot and Zuper. Each HubSpot field can be mapped to one Zuper field.
Setup automated workflow
After field mapping is done, you can now set up the workflow to perform the action in an automated process. Trigger workflow in HubSpot and you can see the action in Zuper.
1. Go to Settings -> Automations and click the “+New Workflow.” Select Deal based or Ticket based workflow.
2. The initial step is enrollment.
3. You can set up the conditions for the trigger to happen.
4. The event is successfully selected.
5. Here the relevant Zuper action will be available and can be set here.
6. The deal from HubSpot will be pushed as Job in Zuper. Click the "Review and publish" button.
7. You can review the configurations set and turn on the workflow.
Note: Once the workflow is set up and a new Deal/Ticket is created that satisfies the corresponding job will be created on Zuper with the specified field mapping. When a field value is updated in Zuper, it will correspondingly update in HubSpot when the direction of sync is Zuper to HubSpot and vice versa. The fields set to sync bidirectionally will have their values updated whenever the update happens on either system.
- The automation has now been set up and is live. Once a Deal/Ticket meets the configured trigger criteria, the object data will be pushed to a Zuper job according to the field mapping specified. The fields will also be kept in sync according to the sync direction specified.
- Relevant workflows need to be set up for data flow between other
modules. For example, a ticket-based workflow with the relevant Zuper action
needs to be set up for data to flow between Ticket and Job.
Important Points:
- It is recommended that only one workflow be set up for each Zuper module sync. For example, only one deal-based workflow using a Zuper action should be created when moving data from a deal to a job.
- For Certain Fields, for e.g. calculated fields, the direction of sync can only be unidirectional; here the source field is HubSpot.
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