How to Integrate HubSpot with PartnerPortal

Use this guide to connect HubSpot to PartnerPortal, understand how sync flows work, map the data you want on HubSpot deals, and turn on the HubSpot settings your program needs.

Connecting HubSpot to PartnerPortal lets the portal create and update HubSpot deals as leads are submitted, approved, and progressed.

• Admin access to PartnerPortal
• Access to the HubSpot account you want to connect

1. Open Integrations in the PartnerPortal sidebar.

2. Click Enable HubSpot.

3. Continue through HubSpot’s authorization flow and click Connect App.

4. If HubSpot asks which account you want to use, select the correct account.

5. Return to PartnerPortal and click Configure to open the HubSpot settings.

Use this if PartnerPortal asks you to reauthorize HubSpot or if HubSpot API changes invalidate the current connection.

1. Open Integrations and go to the HubSpot settings.

2. Click Reauthorize.

3. Confirm that you are reauthorizing the correct HubSpot account.

4. Finish the HubSpot Connect App flow again.

If reauthorization succeeds, PartnerPortal shows a success message. If it does not, contact [email protected].

When a lead is approved in PartnerPortal, the integration creates the mapped HubSpot records and sends the portal data into those records based on your configuration.

For each newly connected lead, PartnerPortal creates exactly three linked HubSpot records: the Deal, the associated Contact, and the associated Company. After those records are linked, HubSpot becomes the main source of truth for ongoing synced deal changes back into the portal.

By default, changes made in PartnerPortal do not push back into HubSpot. The exception is the HubSpot-only Two-Way Sync setting in CRM Settings below, which can push Phase, Close Value, and Close Date changes from PartnerPortal back into HubSpot.

Every new synced HubSpot lead creates those same three records: a Deal, its related Contact, and its related Company. The mapping screen controls how those records are populated, which pipeline and stages they use, and what extra data is written onto the HubSpot deal.

Once the connection is open, PartnerPortal maps the standard lead fields automatically. You only need extra mapping work when you want to send additional custom lead fields, partner data, or lead comments.

Use the Pipeline object to choose which HubSpot pipeline should receive portal deals by default.

1. Find the Pipeline object in the HubSpot configuration screen.

2. Set Type to Static Value.

3. Choose the HubSpot pipeline you want from the dropdown.

The Deal Stage mapping controls what partners can see as a deal moves through your sales process.

1. Open the Deal Stage object.

2. Click Map Values.

3. Map each PartnerPortal phase to the HubSpot deal stage that should represent it.

When a deal is first created in HubSpot, PartnerPortal can decide its starting stage in one of two ways:

Save the configuration when you are done. Once saved, new portal leads can start creating and updating deals in the selected HubSpot pipeline.

Use this when you want lead-form fields beyond the standard defaults to flow into HubSpot.

1. Add the custom field to your PartnerPortal lead registration form and make sure it is active.

2. Create the corresponding HubSpot deal property.

3. Open Integrations → HubSpot → Configure and scroll to the custom-field area in the Deal object.

1. In the Deal object, select the HubSpot property from the dropdown and click Add.

2. Open the field and set:

   • Type to Portal object
   • Object to Lead
   • Field to the PartnerPortal lead field you want to send

3. Save the mapping.

1. Add the HubSpot picklist property in the same way.

2. Set:

   • Type to Portal object
   • Object to Lead
   • Field to the matching PartnerPortal dropdown field

3. Click Map Values.

4. Match each PartnerPortal option to the correct HubSpot dropdown value.

5. Save the value mapping, then save the main configuration.

If the field does not appear in the mapping dropdown, first confirm it exists both as a HubSpot deal property and as an active field on the PartnerPortal lead registration form.

Use this when you want the HubSpot deal to include data about the submitting partner company or the submitting partner user.

1. In Integrations → HubSpot → Configure, scroll to the custom-field add-on area at the bottom of the Deal object.

2. Select the HubSpot property that should receive the partner data and click Add.

3. Open the new mapping and set Type to Portal object.

4. Choose the source object:

   • Partner for partner-company details
   • Partner User for the submitting user’s name, email, phone, or ID

5. Choose the specific field you want to send and save the mapping.

PartnerPortal can log lead comments as HubSpot deal activity.

To use comment syncing:

1. Turn on Comment / Activity Tracking in CRM Settings below.
2. Open a HubSpot deal that came from PartnerPortal.
3. In the activity feed, click Filter Activity.
4. Under Integrations, select PartnerPortal.io.

Use this when different kinds of leads should land in different HubSpot pipelines automatically.

Lead-type routing depends on a dropdown field on your PartnerPortal lead form, usually the built-in Type field.

1. Open the lead settings in PartnerPortal.

2. Edit the options for the Type field.

3. Add the lead types you want to route separately.

1. Open Integrations → HubSpot → Configure.

2. In the Pipeline object, set:

   • Type to Portal Object
   • Field to Type

3. Click Map Values.

4. For On Create set HubSpot Pipeline to, choose Map Manually.

5. Map each PartnerPortal lead type to the correct HubSpot pipeline.

6. Save the mapping.

Because the pipeline now changes by lead type, you also need to configure stage mappings for each one.

1. Open Deal Stage → Map Values.

2. Choose each lead type on the left and map the portal phases for that pipeline.

3. Complete the reverse mapping as well if you later turn on Two-Way Sync in CRM Settings below.

4. Use Copy to All if multiple lead types should share the same stage mapping.

These settings live below the mapping interface on the HubSpot configuration screen.

HubSpot works best when Deal remains the primary object. That keeps the linked record in PartnerPortal centered on the deal while still creating the related contact and company records alongside it.

This setting controls what PartnerPortal should do if HubSpot says the record already exists.

This setting controls what happens if one part of the multi-object create flow fails.

Turn this on when you want PartnerPortal lead comments copied into HubSpot as deal activity.

Use this when partners should be able to update deal progress from inside PartnerPortal and have those changes sync back to HubSpot.

Two-way sync lets updates to Phase, Close Value, and Close Date move from PartnerPortal back to HubSpot. Reseller permissions then determine which partners are allowed to make those updates.

1. Open Integrations → HubSpot → Configure.

2. In Other Settings, turn on Two-Way Sync.

3. Open Deal Stage → Map Values and complete both directions of the stage mapping:

   • what HubSpot stage should be set when the portal phase changes
   • what portal phase should be set when the HubSpot stage changes

4. Make sure the On Create deal-stage setting is still configured.

5. Save the mapping.

1. Open the partner you want to update.

2. Go to their detailed settings and find the Permissions area.

3. Turn Reseller Permissions on.

Once enabled, that partner and their users can update portal phases on your behalf and have those changes sync back to HubSpot.

The integration can also work in the opposite direction from the rest of this guide. Instead of only pushing approved PartnerPortal leads out to HubSpot, it can watch your HubSpot deals and automatically create PartnerPortal leads from them, attributing each new lead to the partner it belongs to.

The Lead Import settings appear below the mapping interface on the HubSpot configuration screen, in the same area as CRM Settings.

When lead import is on, PartnerPortal watches the HubSpot pipelines you choose. As deals appear in those pipelines, the integration tries to identify which partner each deal belongs to using the signal you configure, then:

• If it can confidently match a partner, it creates a PartnerPortal lead for that deal, attributes it to the matched partner, and links the two records so future HubSpot updates keep flowing into the lead.
• If it can’t confidently match a partner, it holds the deal for review instead of creating a mis-attributed lead. Those deals appear under Deals pending import (see below).

1. Open Integrations → HubSpot → Configure and scroll to the Lead Import section.

2. Set Import Deals as Leads to the scope you want:

   Option	What it does
   Off	No deals are imported. This is the default.
   Import all deals	Every new deal in HubSpot is considered for import.
   Import deals in specific pipelines	Only deals in the pipelines you select are considered for import.

3. If you chose Import deals in specific pipelines, check the pipelines that should feed lead import.

4. Configure how partners are identified (next section), then save the configuration.

This is the most important setting: it tells PartnerPortal how to figure out which partner a HubSpot deal belongs to. Choose one of two approaches under Identify the partner using.

Use this when the partner’s identifier lives in a HubSpot deal property (for example a partner_website or partner_email field).

1. Set Identify the partner using to A custom field on the deal.

2. In Property name, enter the internal name of the HubSpot deal property that holds the partner’s domain, email, or identifier.

3. Set Match partners by to how that value should be matched:

   Match on	How it’s matched
   Domain (recommended)	The value is read as a website domain and matched to the partner organization.
   Email address	The value is read as an email and matched to the partner.
   Company name	Matched by company name. Company-name matches are always sent to review rather than imported automatically, because names are ambiguous.

Use this when you tag the partner on the deal with a labeled HubSpot association — for example a “Partner” Deal→Company or Deal→Contact association.

1. Set Identify the partner using to A custom association on the deal.

2. Choose the association label that represents the partner. PartnerPortal lists the custom association labels found on your deal object.

3. How the partner is matched depends on the association’s target:

   • A company association matches the partner organization by the associated company’s domain.
   • A contact association matches the specific partner user by the associated contact’s email, falling back to the partner organization by email domain.

Use Default lead type to choose the lead type applied when an imported deal has no mapped lead type of its own. Leave it blank if you don’t route imported leads by type.

When a deal enters an import-enabled pipeline but PartnerPortal can’t confidently match it to a partner, the deal is held for review instead of creating a mis-attributed lead. Open Deals pending import from the bottom of the Lead Import settings to see them.

The review list shows each waiting deal along with the partner details PartnerPortal detected (domain, email, and name). To resolve a deal, fix the partner signal in HubSpot — correct the deal property or add or repair the partner association — and PartnerPortal re-attempts the import automatically. Use Refresh to re-check the list.