HubSpot Integration

Overview

The HubSpot integration connects Avina to your CRM in both directions. Avina writes new companies, contacts, and audience activity into HubSpot, and reads HubSpot context to power relationship-based audiences, automation filters, and AI drafting. HubSpot can also be the sending platform for AI Sequences.

Purpose

Create and update Companies and Contacts in HubSpot automatically
Write each lead’s audience activity as timeline notes on those records
Enroll leads into HubSpot sequences and add them to HubSpot lists from automations
Pull HubSpot CRM data (contacts, deals, emails, activities, tickets) into Avina for built-in audiences, automation filters, and drafting

How It Works

The connection has two halves. They are granted separately and do different jobs.

Write — puts Avina inside HubSpot:
- Companies and Contacts created for organizations and people your CRM doesn’t have yet
- Timeline Notes carrying each lead’s summary and tags, on the related Company and Contacts
- Automation actions you configure: sequence enrollment, list membership, CRM labels
Read — pulls HubSpot back into Avina:
- Companies, Contacts, Deals, Tickets, and Engagements
- Powers the built-in audiences that depend on your existing relationships, CRM-state filters in automations, and CRM context for AI drafting

Access & permissions

Write is the half most workspaces need, and for many it’s the only one they turn on — it’s what puts audience activity on your HubSpot records. Read is not required for most audiences. It earns its place for the built-in audiences that depend on your existing relationships, and for filtering automations on live CRM state.

Which half does what

Capability	Needs write	Needs read
Activity notes on the Company and Contact timelines	✅	—
Creating a Company or Contact for a company or person your CRM doesn’t have yet	✅	—
Automation actions — enroll in a sequence, add to a list, set a CRM label	✅	—
Champion movement — recognizing that the person who changed jobs was one of your contacts	—	✅
Outbound & Re-engagement audiences — built from the email and activity history already in your CRM	—	✅
CRM-state filters in automations — e.g. exclude closed-won customers, or accounts with an open deal	—	✅
Account ownership context — routing a lead to the rep who already owns the account	—	✅

Most audiences need neither half. Web Visits come from the Avina Web SDK; AI Audiences, New Hires, Job Listings, Tech Stack, and Social Posts from Avina’s own data sources. All of that reaches the Activity Feed whether or not HubSpot is connected at all.

Common misconception: write access is not what powers your audiences, and Champion Movement does not depend on it. What Champion Movement needs is read — Avina has to know who your existing contacts are before it can tell you one of them moved. Write only decides whether the result is published back into HubSpot.

What each grant gets you

Write only — the common setup. Every lead Avina can find on its own lands on the right HubSpot records, and your automations can create companies and contacts, enroll people in sequences, and populate lists. Adding read — unlocks the relationship-dependent audiences above, lets automations filter on live CRM state (suppress accounts with an open deal, exclude closed-won customers, target a lifecycle stage), and feeds deal history, email engagement, and meeting notes into Avina’s drafting so outreach reflects the relationship you already have.

What write access actually touches

When Avina pushes leads to HubSpot, it writes to three object types:

Object	What Avina does	What Avina never does
Notes (Activity)	Creates one note per lead, associated with the related Company and the lead’s Contacts. Each note is the summary sentence plus the tag line.	Edit or delete notes it didn’t author; touch tasks, calls, meetings, or emails on the timeline.
Companies	Creates a company when a lead is an organization you don’t have. Matched on domain first, so an existing record is reused rather than duplicated.	Delete companies, or merge records you already have.
Contacts	Creates a contact when Avina finds a person you don’t have, and associates them with the company. Matched on email; a person with no email address is skipped.	Delete contacts, or change lifecycle stage, owner, or lead status on a record it didn’t create.

Avina never creates, edits, or deletes a Deal or a Ticket, and never modifies your portal’s configuration — workflows, properties, and settings are untouched. The one addition is automations you build yourself: if you configure an action that adds a contact to a HubSpot list or enrolls them in a sequence, that action writes the corresponding membership. Those writes only happen for automations you’ve explicitly created. Records Avina creates are Avina’s to keep current. On records it didn’t create, Avina changes only a contact’s LinkedIn URL and its own avina_* properties — the full list is below. The signal properties are off unless enabled for your workspace, so if you want Avina to stay strictly create-only against your existing records, tell us at connect time and we’ll leave them off.

Properties Avina writes

These are the HubSpot properties Avina sets. A property not listed here is never written. Notes — one per signal

Property	Value
`hs_note_body`	The signal summary followed by its tags (see Push to HubSpot). When an automation pushed the signal, the note ends with a `Triggered automation: <automation name>` line.
`hs_timestamp`	When the signal’s activity happened, so the note sits at the right point on the timeline.

The note is associated with the Company and with each of the signal’s Contacts. Avina doesn’t assign an owner to notes. Companies — only when Avina creates one

Property	Value
`name`	The company’s name.
`domain`	The company’s normalized domain (e.g. `acme.com`) — also what Avina matches on before creating.

Avina doesn’t change standard properties on an existing company. Contacts — when Avina creates one

Property	Value
`email`	The person’s email — also what Avina matches on before creating.
`firstname`, `lastname`	Split from the person’s full name.
`jobtitle`	The person’s title, when known.
`phone`	The person’s phone number, when known.
`hs_linkedin_url`	The person’s LinkedIn profile URL, when known.
`lifecyclestage`	`lead`
`hubspot_owner_id`	The account owner, when Avina knows who owns the account and they’re a HubSpot user. Otherwise left unassigned.

The new contact is associated with its Company. Contacts — when the contact already exists

Property	Value
`hs_linkedin_url`	Set to the LinkedIn profile URL Avina has for the person, whenever Avina pushes or enrolls that contact.

Name, title, phone, lifecycle stage, owner, and lead status on an existing contact stay as your team left them. Signal properties — on Companies and Contacts, off unless enabled for your workspace

Property	Value
`avina_latest_signal_date`	The trigger date of the most recent signal, as an ISO 8601 timestamp. Overwritten on each signal.
`avina_latest_signal_type`	The type of the most recent signal, e.g. `web_visit_signal`, `new_hire_signal`, `custom_ai_signal`. Overwritten on each signal.
`avina_signal_history`	Each signal’s summary and tags, appended after the existing value. A summary already in the history is not added again.

They’re written to the signal’s Company and Contacts only when those records already exist in HubSpot.
They’re custom properties, so create them in HubSpot (Settings ▸ Properties) with these exact internal names on both Company and Contact. A property your portal doesn’t have is skipped, and the rest of the push carries on.
When a HubSpot CRM automation is active, its Push companies associated with the audience match setting decides whether they’re written.

AI Sequence properties — only for AI Sequences that send through HubSpot

Property	Written to	Value
`avina_ai_email_subject_1`	Contacts	The AI-drafted subject line for the sequence’s first email.
`avina_ai_email_body_{n}`	Contacts	The AI-drafted body of email step `n` (`_1`, `_2`, …).

Avina writes them right before it enrolls the contact, replacing that contact’s previous drafts. You create them in HubSpot as part of the setup.
Avina also sends avina_ai_email_subject_{n} for later steps, and unnumbered avina_ai_email_subject / avina_ai_email_body copies of the first draft. You don’t need these; HubSpot discards any your portal doesn’t have.

Memberships — no properties change

Add to list: adds the Contact or Company to the list you chose. Avina never removes list members.
Add to sequence: enrolls the Contact in the HubSpot sequence you linked, sent by the sender you selected.

Custom field mappings — if your workspace has a custom setup that writes extra fields (for example, values extracted from call transcripts), Avina writes only the properties agreed for that setup.

What you control

Control	Where	Effect
Which halves you grant	Avina → Settings ▸ Integrations	Write and read are independent. Start with write only and add read later — or the reverse — without re-connecting from scratch.
Scope of the grant	HubSpot consent screen	The exact scopes Avina requests are listed at connect time, and stay visible afterwards under HubSpot ▸ Settings ▸ Integrations ▸ Connected Apps.
Who installs the app	The connecting HubSpot user	The install is only as broad as the scopes that user is permitted to grant, so a purpose-built integration user keeps the grant tight and easy to audit.
What gets pushed	Avina → Settings ▸ Integrations ▸ HubSpot, and automations	The Preferences toggles push every lead. To push only certain audiences or leads, use the Push Audience Match to CRM automation action instead.
Record creation	Avina → Preferences and automations	Creating Companies and Contacts is something you turn on, not an unavoidable side effect of turning on write.
Auditability	HubSpot	Every Avina-written note is attributed to the connected app, and every note carries an `avina_*` tag — so you can list, report on, or bulk-remove them at any time.
Revocation	Either side	Disconnect in Avina, or uninstall the app in HubSpot. Writes stop immediately; notes already written stay on your records until you remove them.

Access FAQ

Question	Answer
Do I need write access for Champion Movement?	No — that one needs read, so Avina knows which contacts are yours. No audience requires write; write only controls whether leads appear on your HubSpot records.
We only granted write. What are we missing?	The Champion Movement, Outbound, and Re-engagement audiences, CRM-state filters in automations (open deals, closed-won), and CRM context in AI drafting. Everything else works as normal.
Will Avina overwrite data my team entered?	Only a contact’s LinkedIn URL (`hs_linkedin_url`). Otherwise Avina creates notes, creates companies/contacts you don’t already have, and writes its own `avina_*` properties. It does not delete records. See Properties Avina writes.
Does Avina create duplicates?	No. Companies are matched on domain and contacts on email before anything is created; an existing match is always reused.
Can I see everything Avina has written?	Yes. Build a list or report filtered on Note body contains `avina_` to see every note Avina has created — see Push to HubSpot.
What happens to Avina’s notes if we disconnect?	They remain in HubSpot as ordinary notes. Nothing is removed on disconnect, and nothing new is written.
Which HubSpot user should authenticate the connection?	A user with access to the objects you want synced — typically an admin, or a dedicated integration user created for this purpose so the grant is easy to audit and revoke.

Setup

Go to Settings → Integrations in Avina.
Select HubSpot.
Connect the access you need:
- Read — pulls HubSpot data into Avina.
- Write - Hubspot Sales Professional+ Tier — choose this if you have Sales Hub Professional or higher. It includes enrolling contacts in HubSpot sequences.
- Write - Hubspot Basic Tier — choose this if you don’t need Avina to enroll contacts in sequences.
Authenticate with HubSpot and approve the scopes.
Set your Preferences: Push resolved contacts to HubSpot, Push ICP contacts to HubSpot, and Push audience activity to account and contact records. See CRM push preferences.

For details on how leads land in HubSpot (notes, tags, dynamic lists), see Push to HubSpot.

Use cases

Audience activity in your CRM

Each lead you push is written as a timeline note on the related Company and Contact records, so your team sees buying intent inside HubSpot without switching tools.

Dynamic lists off tags

Each note includes standardized tags (for example, avina_new_hire_signal or avina_web_visit_signal) that you can use to build active lists and workflows. See Push to HubSpot for the full tag reference.

Automated CRM updates

When Avina finds a company or person you don’t have, the Company and Contact are created in HubSpot for you, de-duplicated against what’s already there.

Personalized drafting

With read access, HubSpot deal history, email engagement, and meeting notes feed into Avina’s AI drafting.

Automation actions

When building automations, HubSpot supports:

Enroll in Static Sequence: enroll leads in an existing HubSpot sequence, sent from the senders you choose
Enroll in AI Sequence: enroll leads in an AI Sequence that sends through HubSpot
Add to Contact List: add contacts to a static HubSpot list
Add to Company List: add companies to a static HubSpot list
Set CRM Label: mark the notes Avina writes with the automation’s name. See CRM Labels.
Push Audience Match to CRM: push the lead’s company, people, and activity to HubSpot for this automation only. See Push to CRM.

Sequence enrollment requires the Sales Professional+ write option.

Avina doesn’t sync ad audiences through HubSpot. To build an ad audience, use Export Ad Audience on an audience to download a file for LinkedIn, Meta, or Google, or sync a HubSpot list built on Avina’s tags to your ad accounts from HubSpot.

Sync behavior

Ongoing sync: with read access, HubSpot data is read on an ongoing basis. Writes happen as audiences find new leads and automations run.
De-duplication: Avina matches contacts by email and companies by domain before creating anything.

AI Sequences

HubSpot can’t create sequences through its API, so using HubSpot as the sending platform for AI Sequences needs a one-time setup in HubSpot: a Dynamic sequence and a few contact properties. See AI Sequences in HubSpot for the step-by-step.

​Overview

​Purpose

​How It Works

​Access & permissions

​Which half does what

​What each grant gets you

​What write access actually touches

​Properties Avina writes

​What you control

​Access FAQ

​Setup

​Use cases

​Audience activity in your CRM

​Dynamic lists off tags

​Automated CRM updates

​Personalized drafting

​Automation actions

​Sync behavior

​AI Sequences

Overview

Purpose

How It Works

Access & permissions

Which half does what

What each grant gets you

What write access actually touches

Properties Avina writes

What you control

Access FAQ

Setup

Use cases

Audience activity in your CRM

Dynamic lists off tags

Automated CRM updates

Personalized drafting

Automation actions

Sync behavior

AI Sequences