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HubSpot Integration

  • Updated

HubSpot can be integrated with Janitorial Manager to quickly create new customers, locations, and work orders.

Custom Properties Saving Client Secret & Access Token
Creating the App in HubSpot Adding Customers and Locations
Basic Info Creating Recurring Work Orders
Scopes FAQ
Webhooks  

 

Contact a customer support representative or account manager to enable the HubSpot Integration for your account.

 

Creating the App in HubSpot

  1. Log into HubSpot and go to Settings (Gear icon).
  2. In the Settings menu, go to Account Management > Integrations > Private Apps.
  3. Click Create a private app.
  4. Adjust Basic info, Scopes, and Webhooks settings based on the instructions below.
  5. Click Create app.

Basic Info

On the Basic info tab, fill in the information. Logo and Description are optional.

    • Name (required) - 'Janitorial Manager'.

Scopes

  1. On the Scopes tab, click + Add new scope.
  2. Choose the following scopes:
    • crm.objects.companies.highly_sensitive.read
    • crm.objects.companies.read
    • crm.objects.companies.sensitive.read
    • crm.objects.companies.write
    • crm.schemas.companies.read
    • crm.schemas.companies.write
    • crm.objects.deals.highly_sensitive.read
    • crm.objects.deals.read
    • crm.objects.deals.sensitive.read
    • crm.objects.deals.write
    • crm.schemas.deals.read
    • crm.schemas.deals.write
  3. Click Update.

Webhooks - Companies

  1. On the Webhooks tab, set the Target URL and Event throttling.
    • Target URL - api.janitorialmanager.com/HubSpot/api/Mobile/HubWebhook
    • Event Throttling - 10
  2. Click Create subscription.
  3. Under 'Which object types?', choose Company.
  4. Under Listen to which events?, chose Created.
  5. Click Subscribe.
  6. Click Create subscription and choose Company as the object type.
  7. Under 'Listen for which events?' choose Property changed.
  8. Choose the following properties:
    • Name
    • City
    • Zip
    • State
    • Description
    • Type
    • Address
    • Address2
    • Phone
    • Timezone
    • monthly_labor_budget
  9. Click Subscribe to confirm changes.

Webhooks - Work Orders

  1. On the Webhooks tab, set the Target URL and Event throttling.
    • Target URL - api.janitorialmanager.com/HubSpot/api/Mobile/HubWebhook
    • Event Throttling - 10
  2. Click Create subscription and choose Deal as the object type.
  3. Under 'Listen for which events?' choose Property changed.
  4. Choose the following properties:
    • closed_lost_reason
    • closed_won_reason
    • dealstage
    • closedate
  5. Click Subscribe to confirm changes.

 

Saving Client Secret & Access Token

  1. In HubSpot, go to Settings (Gear icon).
  2. In the Settings menu, go to Account Management > Integrations > Private Apps.
  3. Click Auth on the Janitorial Manager app and locate your Access Token and Client Secret.
  4. On the Janitorial Manager web portal, go to Gear icon > Manage Account.
  5. Open the HubSpot subtab.
  6. Enter the Private App's Access Token and Client Secret.
  7. Click Save to confirm.

 

Adding Customers and Locations

In HubSpot, creating a new Company using the following Types will create a new Customer and Location in JM:

  • Partner
  • Partner (Active)

When entering 'Customer name' in HubSpot:

  • If 'Customer name' exactly matches an existing JM customer, the location will be created beneath that customer.
  • If 'Customer name' does not match an existing JM customer, a new customer will be created matching the location name.

Locations created from HubSpot will be tagged on Location Maintenance.

Form Properties

The following Properties must be present on the Company form in HubSpot. Red labels must be added as Custom Properties.

All properties have the same Object type (Company) and Group (Company information).

  • Type
  • Street address
  • Street address 2
  • City
  • State/Region
  • Postal code
  • Time zone
  • Description
  • Phone number
  • Customer name
    • Internal Name - customer
    • Field Type - Single-line text
  • Monthly Labor Budget
    • Internal Name - monthly_labor_budget
    • Field Type - Number, Formatted number
  • Primary Contact Email Address
    • Internal Name - primary_contact_email_address
    • Field Type - Single-line text
  • Primary Contact First Name
    • Internal Name - primary_contact_first_name
    • Field Type - Single-line text
  • Primary Contact Last Name
    • Internal Name - primary_contact_last_name
    • Field Type - Single-line text

Mapping

The table below shows which HubSpot Company fields interact with what object in JM. Required properties are marked with an asterisk (*).

HubSpot Company Field Janitorial Manager Location Field
Type* Required to create customer/location.
Company name* Location name
Customer name* Customer name
Primary Contact First Name First Name (Primary Contact Information)
Primary Contact Last Name Last Name (Primary Contact Information)
Primary Contact Email Address Email Address (Primary Contact Information)
Street address Street Address 1 (Address & Billing Information)
Street address 2 Street Address 2 (Address & Billing Information)
City City (Address & Billing Information)
State/Region State (Address & Billing Information)
Postal code Zip (Address & Billing Information)
Time zone Time zone (General Information)
Description Notes (General Information)
Phone number Timekeeper Phone No. (General Information)
Monthly Labor Budget Location Rate (Budget Information)

 

Creating Recurring Work Orders

In HubSpot, the following can create a new recurring work order in JM:

  • Creating a Deal in the Closed Won Deal Stage.
  • Changing an existing Deal's Deal Stage to Closed Won.

Recurring work orders can only be added for location's that were created from HubSpot (via integration). In JM, the recurring work order is created in the Scheduled status.

Form Properties

The following Properties must be present on the Company form in HubSpot. Red labels must be added as Custom Properties.

All properties have the same Object type (Deal) and Group (Deal information).

  • Deal name
  • Pipeline
  • Deal stage
  • Close date
  • Deal description
  • Amount
  • Associate Deal with Companies, Associate records
  • Service Type
    • Internal Name - service_type
    • Field Type - Dropdown select
      • Dropdown options must be the same as your Service names in JM.
  • Service Frequency
    • Internal Name - service_frequency
    • Field Type - Dropdown select
      • Dropdown options (comma-separated): Weekly, Monthly
  • Service Days
    • Internal Name - service_days
    • Field Type - Multiple checkboxes
      • Checkbox options (comma-separated): Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday
  • Service StartDate
    • Internal Name - service_startdate
    • Field Type - Date picker
  • Service EndDate
      • Internal Name - service_enddate
      • Field Type - Date picker
  • Requestor Name
    • Internal Name - requestor_name
    • Field Type - Single-line text
  • Requestor Email
    • Internal Name - requestor_email
    • Field Type - Single-line text
  • Requestor Phone
    • Internal Name - requestor_phone
    • Field Type - Single-line text

Mapping

The table below shows which HubSpot Deal fields interact with what object in JM. Required properties are marked with an asterisk (*).

HubSpot Deal Field Janitorial Manager Work Order Field
Deal name* Required to create Deal.
Pipeline* Required to create Deal.
Deal stage* Required to create Deal.
Close date*  
Deal description* Work Description
Amount* Service Fee
Service Type* Service Type
Service Frequency* Weekly or Monthly
Service Days* Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday
Service StartDate* Start Date
Service EndDate End Date (if empty, No End Date is enabled)
Requestor Name Requester Name
Requestor Email Requestor Email
Requestor Phone Requestor Phone Number
Associate Deal with Companies* Location Name (must be a location created from HubSpot)

 

FAQ

N/A

 

 

 

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.

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