How to Automate Lead Notifications by Integrating HubSpot with Google Chat

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

When handling leads, speed and accuracy are crucial, right?
However, many companies face challenges in lead management such as "delayed information sharing" and "missing important leads." One way to solve these issues is by integrating HubSpot with Google Chat. By implementing this system, new lead information can be shared with the team in a timely manner, allowing for appropriate responses.
This article explains the benefits of integrating HubSpot with Google Chat and the specific methods for doing so.
If you want to streamline lead management and improve the productivity of your entire team, please refer to this!

Recommended for

・Managers of sales teams who want to streamline information sharing with Google Chat

・Customer support representatives who want to respond quickly to leads

・Sales teams or project teams with frequent external collaborations

Benefits and Examples of Integrating HubSpot with Google Chat

Benefit 1: Timely Information Sharing

When a new lead is registered in HubSpot, notifications are sent to the entire team via Google Chat, allowing everyone to share the latest information in a timely manner.
For example, if a new lead is an inquiry from a major company, the sales representative can immediately start preparing for follow-up.
This can prevent delays in responding to inquiries and provide an opportunity to approach ahead of competitors. Additionally, marketing personnel can immediately grasp the results of advertisements and campaigns at the time of lead generation, which can be useful for measuring and improving the effectiveness of strategies.
This integration is particularly optimal in situations where speed in lead response is required.

Benefit 2: Streamlining Task Management

By integrating HubSpot with Google Chat, you can effectively manage the tasks necessary for lead response. You can decide on the person responsible for follow-up and clarify priorities on the spot, which can improve team collaboration.
For example, "Assign the inquiry from Company X to Representative A who has previous transaction experience," allowing tasks to be allocated immediately and tackled on the spot. Additionally, it is possible to link with task management tools (such as Asana or Trello) using notifications as triggers, creating a system to automatically generate projects based on lead information.
This integration is expected to optimize the entire lead management process, not just information sharing.

Benefit 3: Promoting Collaboration

Notifications through Google Chat play an important role in promoting collaboration both within and outside the team. For example, when the sales team receives a new lead, if the marketing team shares past participation history in seminars or webinars or product information that the lead showed interest in, it can enhance the accuracy of the response. Additionally, by providing existing inquiry histories, the support team can enable follow-ups tailored to the customer.
By sharing HubSpot lead information via Google Chat, smooth inter-departmental collaboration can be expected. Furthermore, by separating threads according to the content of notifications, it becomes easier to organize discussions related to each lead. By creating an environment where everyone can easily participate, it is possible to improve work efficiency and customer response capabilities.

[About Yoom]

How to Create a HubSpot and Google Chat Integration Flow

Now, let's create a flow together using a template that notifies Google Chat when a lead is registered in HubSpot contacts!

The template used this time can be copied by clicking "Try it" on the banner below.

Before Getting Started

If you do not have a Yoom account, please create one from the "Yoom Account Creation Page" below.
For basic operations of Yoom, please check "Getting Started with Yoom".

Yoom Account Creation Page

Getting Started with Yoom

Now, let's get started together!

Step 1: Connect HubSpot and Google Chat to My Apps

(1) After logging into Yoom, select "My Apps" from the left column and click "+ New Connection".

(2) From the list of new connections in My Apps, click on HubSpot.
(3) If you have an account, click "Sign in to your Hubspot account".

(4) Enter your email address and password on the login screen and log in.
For details on how to register My Apps in HubSpot, please see the site below.‍

How to Register My Apps in HubSpot

(5) Next, integrate with Google Chat. Similarly, click on Google Chat from the list of new connections in Yoom.
*Integration with Google Chat is only possible with Google Workspace. Please refer to the following for details.

How to Send Messages to Spaces in Google Chat

(6) Click "Sign in with Google".
(7) The following content will appear, enter the Client ID and Client Secret, and click "Register".
*It is recommended to use "Google Chat (OAuth)" for Google Chat. Please check the site below for integration methods.
How to Register My Apps in Google Chat (OAuth)

Once the integration is complete, HubSpot and Google Chat will be registered in Yoom's My Apps.

This completes the registration of My Apps.
Next, let's set up triggers using templates!

Step 2: Setting Up When a Contact is Created with HubSpot Integration

(1) We will use the template introduced earlier. Click "Try it" on the banner below.

Click on "When a new contact is created" in the app trigger.

(2) From the "Select connected account and action" screen in HubSpot, check that there are no errors in the account information linked with HubSpot, keep the trigger action as "When a new contact is created," and click "Next."

(3) From the "App Trigger API Connection Settings" screen, select the trigger activation interval.
Select the trigger activation interval from the dropdown menu with options of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes.
※ Please note that the shortest trigger activation interval varies depending on the plan.

Once the selection is complete, click "Test" at the bottom, and if no errors occur, click "Save."

Step 3: Integrate with Google Chat to send messages

(1) Next, integrate with Google Chat to send messages.
Click "Send Message."

(2) From the "Select connected account and action" screen in Google Chat, check that there are no errors in the account information linked with Google Chat (OAuth), keep the action as "Send Message," and click "Next."

(3) From the "API Connection Settings" screen, select the resource name of the space from the options.

Scroll down, and the text entered in the message content will be notified to Google Chat.

Once the input is complete, click "Test," and if no errors occur, click "Save."
(4) Finally, click "Turn on Trigger."

This completes the flowbot "Notify Google Chat when a lead is registered in HubSpot contacts."

Other Automation Examples Using HubSpot and Google Chat

At Yoom, we have many other examples of automation using HubSpot and Google Chat, so let us introduce a few.

1. Notify Google Chat when a form is submitted to HubSpot

You can automatically notify the content when a form is answered. This eliminates the need to check responses each time and allows you to send information directly to the person in charge. Additionally, you can freely customize the notification content. This flow will be particularly useful for sales representatives.

2. When a new contact is added to HubSpot, store it in kintone and notify via Google Chat

By integrating with kintone, you can reflect HubSpot information in kintone and automatically notify the content via Google Chat. This reduces the need for manual entry into kintone and centralizes information.

3. Create a HubSpot contact based on Google Form information

By automatically registering Google Form responses in HubSpot, it is expected to eliminate the hassle of manual entry. This will centralize lead management and enable efficient follow-ups.

For those who want to check out templates using HubSpot and Google Chat, please visit the following site.

List of Flowbot Templates Using HubSpot

List of Flowbot Templates Using Google Chat

Summary

The integration of HubSpot and Google Chat seems to enhance the speed and accuracy of lead management!
There are numerous benefits, including timely information sharing, efficient task management, prevention of missing important leads, and strengthened collaboration among teams.
For companies that prioritize simplicity, this integration can optimize the entire business process and enable more effective lead handling. Additionally, with smooth information flow, the sales and marketing teams can work together to achieve results.
If you are looking to achieve efficient lead management, consider integrating HubSpot and Google Chat.