If you have been looking for WordPress HubSpot integration, we have you covered with the HubSpot CRM add-on. Sure, you can use the official WordPress HubSpot plugin to connect but you might think it twice. Why? Well, sometimes less is more. If you are only looking to integrate WordPress forms with HubSpot CRM, using the official plugin might be overkill. And here are two reasons why.
First, it comes with way too many features and this might overwhelm you. Second, some of you might just prefer to work with what you are already using. Starting a new workflow from scratch takes time and you don’t have time to waste.
There are probably tons of questions on your mind when it comes to integrating WordPress forms with Hubspot CRM, and in this article, we will give our best to answer them all. Ready to get started? Let’s jump in!
Table of content
- How to integrate WordPress forms with HubSpot CRM software
- Sending custom data from your WordPress form to HubSpot CRM
1. How to integrate WordPress forms with HubSpot CRM software
HubSpot is not complicated at all, and your integration shouldn’t be either. We are here to show that connecting your HubSpot account to your WordPress website is a piece of cake!
All you need is your free Ninja Forms plugin, an active HubSpot account, and our HubSpot add-on that creates the connection between your WordPress form and the HubSpot CRM.
Linking your HubSpot account to WordPress Forms
First, you need to install the HubSpot add-on. The next step is linking your HubSpot account to WordPress by authenticating with HubSpot.
Navigate to Ninja Forms Dashboard > Settings > HubSpot Settings. Click on the OAuth Connection Connect button.
Choose the appropriate HubSpot account you would like to connect to Ninja Forms.
Save it and make sure to click Retrieve HubSpot Fields otherwise you won’t be able to map your HubSpot fields to your Ninja Forms fields.
Please note every time you make changes in fields in your HubSpot account, you have to come to the Ninja Forms Settings page > HubSpot section and click on Updated.
That’s it! You’ve just connected your HubSpot account with Ninja Forms. Now it’s time to map your form fields!
Turn your WordPress form into a HubSpot form using the HubSpot action
Now that you installed our HubSpot add-on and connected to your HubSpot account, you’ll want to add a HubSpot action to your WordPress form.
Navigate to the Emails & Actions tab and add click the plus button in the bottom right corner to add a new action, and click Add To HubSpot button. This is how our HubSpot add-on adds the HubSpot connection to your current forms.
No matter what information you need to send over to HubSpot, you can do it. The Ninja Forms HubSpot add-on will let you connect any form field to fields in your account without enlisting a developer for help!
Don’t forget about the Required fields in HubSpot!
Some fields are required in HubSpot to generate a new contact, a new company, a new deal, or a new ticket. This means your form must contain these fields in order to transfer the data to your HubSpot CRM. These are the required fields for specific Objects:
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- Contacts: Email (a valid email address)
- Companies: Company domain name.
- Deals: Deal name, pipeline (predefined, it’s called Sales Pipeline), deal stage (predefined, listed below)
Deal stage: Appointment scheduled, Qualified to buy, Presentation scheduled, Decision Maker Bought-In, Contract Sent, Closed won, Closed lost. - Tickets: Ticket name, Pipeline (predefined as Support Pipeline), and Ticket status (predefined, listed below)
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- The Pipeline must be mapped to the ID# of the Pipeline in Hubspot. For the “Support Pipeline”, set this to “0” within your “Add to Hubspot” Action.
- The Ticket Status must also be mapped to the ID# of a Status. The IDs are as follows:
- New – ID=1
- Waiting on contact – ID=2
- Waiting on us -ID=3
- Closed – ID=4
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If you have all the required fields filled in, HubSpot will also establish a connection between the submitted deal or ticket with the submitted contact or company.
You can also create custom fields in your Ninja Forms and map these fields (properties) to your HubSpot account. Right below, we will show you how!
2. Sending custom data from your WordPress form to HubSpot CRM
Sure, HubSpot CRM Objects have plenty of fields available to choose from but it’s not always enough. What if you are collecting specific data on your WordPress form and HubSpot does not have these fields?
In this scenario in order to use HubSpot and WordPress together and send the custom data successfully, you need to do some field mapping.
All you’ll need to do is have the existing form fields on your WordPress form, create properties in your HubSpot account to match your form fields, and finish mapping these fields on your form.
You know how to create form fields in your WordPress form so we will start our tutorial by heading to your HubSpot account:
Create a property in your HubSpot CRM
Let’s assume you have your form fields ready in Ninja Forms. If you want to refresh your memory on form building, you can check our tutorial Building a Form.
Now, you want to head to your HubSpot account to create properties that match your form. Navigate to your Settings > Properties > click Create property.
Once you click Create property button, you will see a pop-up on your right side.
Here you’ll need to choose the correct Object type and Group. Please note, that Ninja Forms supports only Contact, Company, Deal, and Ticket Object type.
Another important step is to insert the name of your Label. Make sure the Label name in HubSpot is exactly matching the Field Label on your WordPress form. Click next and select the Field type.
As an example, we chose the Radio select field type which equals the Radio List field in Ninja Forms. What you need to remember is the Labels and values in the HubSpot property must match exactly the Labels and values in your WordPress form. Otherwise, the data won’t be sent over to your HubSpot account. Click on Create to save your new property (field).
Update HubSpot fields in Ninja Forms
Every time you make changes in your Objects, creating new properties in your HubSpot account, you need to make an update in your form settings. Navigate to Ninja Forms Dashboard > Settings > HubSpot section and click on Retrieve HubSpot Fields and Updated.
This is a very important step. If you don’t do this, the new properties you created in your HubSpot account will not show up under your HubSpot action. This means you won’t be able to map these fields to Ninja Forms fields.
Map the form fields under the Hubspot Action
If you’ve successfully completed both steps, Step 1 and Step 2, it’s time to finish mapping so all your data can be sent over to HubSpot CRM. Navigate to Emails & Actions and click Add To HubSpot Action.
The new property you created in your HubSpot account will show up under the Object you created. If you created your property under the Contact objects, you click on the Contacts. You should see the property if you completed the steps above.
Now all you need to do is map this field by clicking the merge tag button and map the field to the correct form field. In our example, we created a new property for file upload under the Contact object. We clicked on the merge tag button and map this File Upload property to the File Upload field on our WordPress form.
Please note due to security reasons, it is not possible to transfer files to HubSpot CRM. However, you can send the URL for where the file is located using the merge tag for the File Uploads field.
Also, the HubSpot add-on creates only a new record and does not update existing records. Any human or automated bot that enters a matching email address would have the ability to delete or overwrite all the entries in your account. For this reason, this decision was made to prevent spam-type submissions from corrupting valid data in HubSpot in order to protect against malicious updates.
3. Sending sensitive data to HubSpot CRM?
Sometimes your organization stores sensitive data in the HubSpot CRM. Securing this sensitive data such as personally identifiable information (PII), or protected health information (PHI) is a critical concern for organizations. While Ninja Forms has security measures in place to prevent malicious code, Ninja Forms relies on the security of your server.
When you integrate your WordPress forms with HubSpot CRM, we don’t recommend saving sensitive data. The reason is all data is saved by default within the WordPress database. Ninja Forms gives you an option to disable the Record Submission action (just toggle off the button) to stop the data from saving to your server. Disabling this option your data is transferred straight to the HubSpot CRM system.
However, If you decide to store your submissions with personally identifiable information, you can set submissions to expire. You can also mark certain fields as Personally Identifiable Data.
This means when Delete Data Request is processed, all Personally Identifiable Data on your form will be anonymized rather than deleted. To learn more about General Data Protection Regulation, make sure to check this blog post!
Integrating WordPress forms to HubSpot CRM is a cinch!
Now you should feel fully confident about how to integrate WordPress forms with HubSpot CRM. Luckily, you don’t need any online automation tool such as Zapier to connect where you need to pay for expensive plan tiers. With the HubSpot add-on from Ninja Forms, you can easily make the connection without spending a fortune!
Go ahead and grab the HubSpot add-on today! Unlike our competitors, we give our users the option to purchase our add-ons individually (single site, 5 sites, or 20 sites). You don’t need to sign up for a membership plan.
We also give you a 14-day money-back guarantee, so you’ll have plenty of time to test your add-on with HubSpot CRM without worrying you’ll lose any money!
