Setup guide · HubSpot
Connect HubSpot to Bloom AI
From zero to your first synced calls: prepare HubSpot, connect it, then choose your rules.
Set up
Before you start
Two checks on each side, and most blockers are out of the way.
In Bloom AI
- You are an owner or an admin of the organization.
- The organization has a paid plan or an active trial.
In HubSpot
- You are a super admin, or you at least have permission to write contacts and edit properties. Otherwise, HubSpot refuses the install.
- The account isn't linked to another Bloom AI organization.
HubSpot's free edition is enough: the whole flow was verified on it.
Set up
Prepare HubSpot
Done in
HubSpot
Once, an admin creates the Bloom record key property on calls, then on meetings. It guarantees a conversation is never synced twice. HubSpot doesn't let an app create it itself.
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Open the call properties
Open Settings › Data Management › Properties, then the Calls object.
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Create the property
Click Create property, then enter the label and type shown.
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Require unique values
Tick Require unique values for this property, then click Create.
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Do the same for meetings
Same steps, on the Meetings object.
Tick the box before you create
It can't be ticked afterwards, and HubSpot keeps the name of a property created without it forever. If that happened, delete nothing: create Bloom record key 2 (then 3…), box ticked. Bloom AI recognizes it.
Connected before preparing?
No problem: for each object, Bloom AI shows the exact label and a button that opens the creation panel in HubSpot. Create the property, then click “Connect again”.
Set up
Connect HubSpot
Done in
Bloom AI
HubSpot
Connecting installs the Bloom AI app in your HubSpot account.
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Open Integrations
Bloom AI
HubSpot
In your dashboard, open the Integrations section.
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Click Connect HubSpot
Bloom AI
HubSpot
HubSpot opens in the same window.
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Authorize Bloom AI
Bloom AI
HubSpot
Sign in as a super admin, pick the account to link, review the requested access, then approve.
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Check the connection
Bloom AI
HubSpot
You're back in Bloom AI: the connection shows Connected and the name of the HubSpot account.
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Check your reps
Bloom AI
HubSpot
In Reps and HubSpot users, each rep is linked to their HubSpot user by email. Link the remaining ones by hand.
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Choose your rules
Bloom AI
HubSpot
What goes to HubSpot, and what happens when information is missing: that is the next step.
Only calls and meetings that happen after you connect are synced. Earlier history stays in Bloom AI.
Set up
Set your rules
Done in
Bloom AI
Five settings, in the Rules card of the Integrations section. Only owners and admins can change them.
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Sync calls
Every answered call becomes a Call activity, with its recap.
Default On
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Sync meetings
Every meeting recorded in Bloom AI becomes a Meeting activity, with its recap. A meeting with no phone number stays in Bloom AI.
Default On
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Also sync unanswered calls
Keeps a trace of every call left unanswered. Only when calls are synced.
Default Off
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Rep not linked to HubSpot
Keep their calls on hold, or assign them to whoever connected HubSpot.
Default On hold
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Number not in HubSpot
Ask the rep to pick the contact, or create the contact in HubSpot.
Default The rep picks
Who can pick a contact?
Owners and admins handle the whole queue. A rep can also pick the contact for one of their own blocked calls.
Understand
How Bloom AI finds the right contact
By phone number: Bloom AI looks it up in HubSpot's normalized phone field, then attaches the activity to that contact and to the rep's HubSpot user.
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The rep, by email
Each rep is linked to their HubSpot user by email address. An admin links the ones that aren't by hand, in the Rules card.
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The contact, by number
Once found, a number stays linked to its contact. You can reset that link at any time.
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When in doubt, Bloom AI asks
When several contacts share a number, or a number is unknown, the conversation waits in “To handle” for a person to choose, instead of guessing.
Understand
What Bloom AI creates in HubSpot
Everything Bloom AI writes to your HubSpot account. Nothing else.
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A Call activity
For each synced call, linked to the contact and to the rep's HubSpot user: direction, date, duration, caller and callee numbers, and the recap.
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A Meeting activity
For each synced meeting, linked to the contact and to the rep's HubSpot user: title, start and end time, outcome “completed”, and the recap.
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The recap, in the note
A chronological rundown (five key moments at most), key topics, next steps as text, and a “meeting booked” flag.
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A contact, if you allow it
Only when the “Number not in HubSpot” rule is set to Create the contact, and after looking the number up in HubSpot.
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The Bloom record key property on contacts
Bloom AI creates it itself, once, with unique values. Its value is only set on contacts that Bloom AI creates.
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A deletion, if you delete the call
When a call is deleted by hand in Bloom AI, its activity is deleted in HubSpot too.
Nothing else leaves Bloom AI: no recording, no transcript, no scores. Bloom AI creates no HubSpot deals or tasks, and changes no field on your existing contacts.
Leave the three properties alone
Don't delete or edit any of the three Bloom record key properties, on calls, meetings and contacts: they are what prevents duplicates.
Understand
Requested access
HubSpot's authorization screen lists them. Here is what each one is for.
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Contacts (read, write)
Find the contact for a number, attach the activities to it and, if you allow it, create a contact.
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Owners (read)
Find each rep's HubSpot user.
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Contacts schema (write)
Create the contacts' Bloom record key property, once.
Bloom AI only reads what it needs to work: finding the right contact and the right rep, and checking its own records. A contact's name is shown in the picker, never stored.
Fix and manage
If a call doesn't arrive in HubSpot
Done in
Bloom AI
A blocked call shows up in the To handle card of the Integrations section, with its reason and a button. Fix the cause, then retry: nothing is created twice, nothing gets lost. Find the message you see in the app below and open it to know what to do.
In the “To handle” card
Button in Bloom AI Find the contact
What to do Pick the contact by searching their name, or allow Bloom AI to create unknown contacts in the Rules.
Button in Bloom AI Find the contact
What to do Pick the right contact: Bloom AI never guesses between two records.
Button in Bloom AI Find the contact
What to do Pick the contact yourself, by searching their name.
Button in Bloom AI Link the rep
What to do Link them to their HubSpot user, or change the “Rep not linked to HubSpot” rule.
Button in Bloom AI Retry
What to do Give the connected account its contact permissions back, then retry.
Button in Bloom AI Retry
What to do A validation rule in your HubSpot account refuses the activity: adjust it, then retry.
Button in Bloom AI Retry
What to do Retry. If it keeps failing, contact us with the date of the call.
Button in Bloom AI Stop watching
What to do Nothing to do: Bloom AI is checking the deletion. Only stop watching if you already deleted the activity yourself.
When connecting
Why The Bloom record key property is missing on calls or meetings.
What to do Create it with each object's button, then click “Connect again”.
Why The approving account can't write contacts or manage properties.
What to do Start again with a HubSpot super admin.
Why A HubSpot account can be linked to a single Bloom AI organization.
What to do Pick another HubSpot account, or disconnect it from the other organization first.
Why A reconnection must target the HubSpot account already linked.
What to do Start the connection again and pick that account on HubSpot's screen.
Why An organization connects one CRM at a time.
What to do Disconnect the current CRM, then connect HubSpot.
Why Your role in Bloom AI can't connect a CRM.
What to do Ask an owner or an admin to do it.
Why Your organization has no active paid plan or trial, or the integration was turned off for it.
What to do Contact us.
Why The Bloom AI app was uninstalled from HubSpot, or its access expired. Bloom AI also lets you know by email.
What to do Click Reconnect HubSpot within 30 days, with the same HubSpot account.
Why The reconnection didn't happen within 30 days.
What to do Connect HubSpot again. Syncing restarts from that moment: calls from the gap won't be sent.
Fix and manage
Disconnect HubSpot
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From Bloom AI
Integrations section, then Disconnect. Bloom AI stops syncing and forgets its access. Activities already created stay in HubSpot, and operations still pending are dropped, including the deletions Bloom AI was still watching.
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From HubSpot
If the app is uninstalled from HubSpot, Bloom AI shows Reconnection required and lets you know by email. Calls are kept for 30 days: reconnect before then, with the same account, for them to go out.
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If you reconnect later
After a disconnection, syncing restarts from the moment you reconnect. Calls and meetings from the gap are never sent, and you must reconnect with the same HubSpot account.
A question about your setup?
Our team helps you connect HubSpot and set your rules.