This article gives step-by-step setup instructions for Channeltivity’s Organization Sync integration with HubSpot, which keeps your Organizations and, if applicable, Distributor Organizations synced with your Partner and Distributor Companies in HubSpot. Please note that Distributors are only included for customers who have purchased the Distributor module.


For an overview of the Organization Sync integration with HubSpot, check out this article.


If you're already syncing Partner Organizations and want to include Distributors in the Organization Sync, check out this article: Adding Distributor Organizations to the HubSpot Organization Sync.


Set Up HubSpot Fields:


You'll need to create two properties on the Company object in HubSpot to flag and categorize your HubSpot Partner/Distributor Companies that you want to sync with Channeltivity. 


  • Checkbox: The checkbox is used to flag the Partner/Distributor Companies in HubSpot that you want to sync with Channeltivity.  
    1. In HubSpot, go to Settings > Properties > Create Property. 
    2. In the Object Type field, select "Company" and select a Group
    3. You'll then enter "Sync with Channeltivity" for the Label, then click Next
    4. Select "Single checkbox" from the Field Type field > Create. 


  • Dropdown Select: The dropdown select is used to categorize your Partners/Distributors by Status (e.g., Active, Prospective, and Inactive). You can create a new dropdown select property in HubSpot using the instructions listed below:
    1. In HubSpot, go to Settings > Properties > Create Property 
    2. In the Object Type field, select "Company" and select a Group. 
    3. You'll then enter "Channeltivity Organization Status"  for the Label, then click Next.
    4. Select "Dropdown Select" from the Field Type field and add the following values:

      • Active Partner

      • Prospective Partner

      • Inactive Partner

      • Active Distributor (for customers with the Distributor module)

      • Inactive Distributor (for customers with the Distributor module)


Note: If you're using an existing HubSpot dropdown select field, please ensure it contains only the values listed above. This is because the field will be mapped to a system field in Channeltivity called "Type," which accepts only those specific values. System fields in Channeltivity are fixed and cannot be modified, added to, or removed.


Prep HubSpot Partner/Distributor Company Data:


IMPORTANT: To avoid duplicate records being created, it is of critical importance that all your Partner/Distributor Companies in HubSpot are properly categorized with the status (active, prospective, inactive) and have the sync flag/checkbox set.


Go through your Partner/Distributor Companies in HubSpot and make sure the records that you want to sync with Channeltivity have the "Sync with Channeltivity" checkbox selected and the "Channeltivity Organization Status" field is set to one of the values listed above. You can update multiple records at once using the technique outlined in this article. 


Configure Channeltivity:


If you haven't completed the authorization process to connect Channeltivity to HubSpot, your HubSpot Admin will need to authorize Channeltivity to access HubSpot. Once the systems are connected, you can begin configuring the Organization Sync Integration.

  1. Once connected, go to Settings > HubSpot Integration > Organization Sync.

  2. Toggle the switch labeled "Integration Status" to the ON position to enable the integration. 
  3. By default, Channeltivity will automatically sync Active Partners created in Channeltivity to HubSpot. If you'd like to also sync Prospective Partners, Inactive Partners, Active Distributors, and Inactive Distributors, you can enable this by selecting the corresponding checkboxes below.

    ***The Sync with Channeltivity checkbox and the Channeltivity Organization Status field will both be used to flag and categorize HubSpot Companies that you wish to sync to Channeltivity.***


  4. Scroll down to the field mappings configuration section to view the two-way flow of data between Partner/Distributor records in Channeltivity and HubSpot. The system displays all of the Partner/Distributor and Contact fields in Channeltivity on the left and all of the Company and Contact fields in HubSpot on the right. You will need to map the built-in "Type" field in Channeltivity to the new "Channeltivity Organization Status" field that you created in HubSpot.

    To map the field, click the plus sign next to the Type field and select  Channeltivity Organization Status from the HubSpot dropdown menu > Add.

  5. Next, you'll map each picklist value in Channeltivity to its corresponding value in HubSpot. All Partner values must be mapped, even if you're not syncing Prospective or Inactive Partners. If you're also syncing Distributor Organizations, be sure to map the Active and Inactive Distributor values to their respective values in HubSpot as well.  
    Note: All properties and dropdown values are pulled directly from HubSpot. If you change them in HubSpot, you'll need to refresh the page to have them appear.

  6. When you are finished with your mappings, you can update the data flow for existing field mappings by clicking on the buttons between the mappings. You can also add additional mappings by clicking on the "Add Mappings" button. Learn more about this topic in this article:  HubSpot Integration: Field Mapping Configuration. 

  7. Once all your mappings are complete, press the "Save" button at the very bottom of the page to finish the setup process.

  8. When the saving process completes, you will be redirected to the Organization Matching Wizard, which allows you to link existing Partners/Distributors from both systems to prevent the creation of duplicate records. To begin the matching process, you must first confirm that you've flagged your Partner/Distributor Companies in HubSpot by selecting the "Sync with Channeltivity" checkbox on each record and set the Channeltivity Organization Status field to Active, Prospective, or Inactive. 

    You'll also need to specify the "Master System' for the initial sync. The Master System is used only for the first sync, and determines which side is used if field data exists in both Channeltivity and HubSpot. Once the initial sync is complete, the most recently changed data is used as the master for all subsequent syncs. Tip: You can change the Master System as you go along.

    When you are finished, press the "Continue" button to begin the matching process. 

  9. The wizard suggests Partners/Distributors based on name and address.  It also allows you to link each Partner/Distributor in Channeltivity to an existing Company in HubSpot or create a new Company if needed. Any Contacts/Users will be matched solely based on their email addresses, and HubSpot Contacts without email addresses will not be synced.

    In the screenshot below, you see Channeltivity Partners/Distributors on the left and the suggested HubSpot Company matches on the right. You can now do one of the following:

    • Select the suggested HubSpot Company by pressing the "Link" button.
    • Manually select a different Company using the "Select Other Company" dropdown and corresponding "Link" button.
    • Create a completely new Company in HubSpot by pressing the "Create New Company" button in the bottom right.

    • Permanently exclude the record from synchronization by pressing the "Do Not Sync" button on the left.
  10. When you've matched all your Organizations and the matching process is complete, a confirmation page is displayed, and Channeltivity will start syncing the records.




Related Documentation: