How to Automate Lead Notifications by Integrating HubSpot with Google Chat

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 to leads quickly

・Sales teams or project teams with many 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 through Google Chat in a timely manner, allowing everyone to share the latest information.
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 allow for a proactive approach ahead of competitors. Additionally, marketing personnel can immediately grasp the results of advertisements and campaigns when leads occur, which can be useful for measuring and improving strategies.
This integration is particularly optimal in situations where speed in lead response is required.

Benefit 2: Streamlined 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 and clarify follow-up priorities on the spot upon receiving notifications, which is expected to improve team collaboration.
For instance, you can immediately assign tasks such as "Assign the inquiry from XYZ Corporation to Representative A, who has past transaction experience," allowing you to get started right away. 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 not just about information sharing but is expected to optimize the entire lead management process.

Benefit 3: Promotion of 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 information about past participation in seminars or webinars or products of interest, it can enhance the accuracy of responses. Additionally, by providing existing inquiry histories, the support team can enable follow-ups tailored to the customer.
By sharing HubSpot lead information through Google Chat, it is expected that cross-departmental collaboration will proceed smoothly. 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 responsiveness.

[About Yoom]

How to Create a HubSpot and Google Chat Integration Flow

Now, let's create a flow together using a template that sends notifications to 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 Issuance Page" below.
For basic operations of Yoom, please check "First Time with Yoom".

Yoom Account Issuance Page

First Time with Yoom

Now, let's get started together!

Step 1: Integrate HubSpot and Google Chat with 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 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 following site.‍

How to Register My Apps in HubSpot

(5) Next, integrate Google Chat. Similarly, click 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 following site for the integration method.
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 by Integrating with HubSpot

(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 linked account and action" screen in HubSpot, check if there are any 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 interval.
Select the trigger interval from the dropdown menu with options of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Please note that the shortest trigger 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 linked account and action" screen in Google Chat, check if there are any 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.

Proceed downwards, and the text entered in the message content will be notified in 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 for "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, you can eliminate the hassle of manual data entry. This allows for centralized lead management and enables efficient follow-up.

Additionally, if you want to check 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 be a mechanism to improve speed and accuracy in lead management!
There are numerous benefits, including timely information sharing, efficient task management, prevention of missing important leads, and enhanced collaboration among teams.
Especially 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 create results.
If you are looking to achieve efficient lead management, consider integrating HubSpot and Google Chat.