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Overview

Connect your Apten account with Hubspot to sync information about leads and conversations in Apten with any Hubspot object. Currently, we support syncing:

  • Tags: sync tags into a custom field in Hubspot.
  • Summaries: sync lead conversation summaries into a custom field in Hubspot.
  • Variables: map variables to custom fields in Hubspot, which will sync in real-time.

Hubspot syncing works with AI conversations over SMS, voice, and email.

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Step 1: Connect Apten to Hubspot

  1. In Apten, go to Integrations.
  2. Click Connect on the Hubspot card.
  3. You will be redirected to Hubspot. If you are not already logged in, you will be prompted to do so.
  4. Review the permissions requested by Apten and click Connect app. This will install the Apten app in your Hubspot account.
  5. You will be redirected back to Apten.

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Step 2: Configure Syncing

If you’d like to sync Tags or Summaries, click the Set up button next to the relevant section. This will create a custom property on the object in Hubspot (Apten Tags, Apten Summary) and enable syncing.

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Step 3: Map Variables (Optional)

When setting up variables in customer profiles in Build & Test, you can map them to Hubspot fields.

These fields will automatically sync to Hubspot in real-time when Apten talks to a lead.

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Step 4: Import Leads with Hubspot IDs

When importing leads into Apten, you must set the following fields:

  • integrationSource: Set this to 'hubspot' to indicate the lead is from Hubspot.
  • hubspotId: Set this to the Hubspot object ID of the lead (e.g. the Contact’s vid).

Example payload:

{
  "firstName": "John",
  "lastName": "Doe",
  "phone": "1234567890",
  "customerProfile": "Test Profile",
  "integrationSource": "hubspot", // Required for Sync
  "hubspotId": "12345" // Required for Sync
}

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Workflow Actions

Apten provides custom actions that can be used directly within Hubspot workflows. These actions allow you to leverage the full power of the Apten API without leaving your Hubspot environment.

With Apten’s Hubspot workflow actions, you can:

  • Create and update Leads
  • Get information about Leads
  • Send messages to leads
  • Manage DNC lists

These workflow actions enable seamless integration between your Hubspot processes and Apten’s AI-powered communication capabilities. In order to utilize workflow actions:

  1. Follow the Connect Apten to Hubspot direction in Step 1.
  2. Within your Hubspot, edit or create a workflow
  3. Search for “Apten” within the actions searchbar, and find the actions under Integrated Apps

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Create a Lead

The Create a Lead action allows you to automatically create new leads in Apten directly from your Hubspot workflows.

Required Parameters:

  • api_key: Your Apten API key for authentication
  • customer_profile: The Apten customer profile name to use
  • first_name: Contact first name
  • last_name: Contact last name
  • phone: Phone number (must begin with area code, e.g., +15555555555)

Optional Parameters:

  • email: Email address (valid email format)
  • timezone: Timezone in tz database format (e.g., America/New_York)
  • additional_info_1_key through additional_info_10_key: Custom field names
  • additional_info_1_value through additional_info_10_value: Custom field values

Outputs:

  • import_status: Status of the lead import (success or error)
  • lead_id: ID of the created lead in Apten

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Turn Off Lead

Disables messaging for a specific lead in Apten.

Required Parameters:

  • api_key: Your Apten API key for authentication
  • lead_id: The unique identifier of the lead to turn off

Outputs:

  • status: Operation status (success/error)

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Turn On Lead

Enables messaging for a specific lead in Apten.

Required Parameters:

  • api_key: Your Apten API key for authentication
  • lead_id: The unique identifier of the lead to turn on

Outputs:

  • status: Operation status (success/error)

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Switch Customer Profile

Changes a lead’s customer profile and optionally sends a message or clears memory.

Required Parameters:

  • api_key: Your Apten API key for authentication
  • lead_id: The ID of the lead to switch profiles for
  • profile: The name of the customer profile to switch to

Optional Parameters:

  • send_message: Whether to send a message after switching (true/false)
  • message_delay_hours: Hours to delay the message
  • message_delay_mins: Minutes to delay the message
  • clear_memory: Whether to clear the lead memory (true/false)

Outputs:

  • status: The status of the profile switch operation
  • profile_switched: The name of the profile that was switched to
  • message_sent: Whether a message was sent (true/false)
  • memory_cleared: Whether lead memory was cleared (true/false)

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Get Lead Data

Retrieves detailed information about a specific lead from Apten.

Required Parameters:

  • api_key: Your Apten API key for authentication
  • lead_id: The unique identifier of the lead to retrieve

Outputs:

  • first_name, last_name, phone, email: Lead contact information
  • customer_profile: The customer profile assigned to the lead
  • is_ai_on: Whether AI messaging is enabled (true/false)
  • has_replied: Whether the lead has replied to messages (true/false)
  • is_hot: Whether the lead is marked as hot (true/false)
  • is_qualified: Whether the lead is qualified (true/false)
  • is_unsubscribed: Whether the lead is unsubscribed (true/false)
  • summary: Summary of the lead conversation
  • tags: Tags assigned to the lead (JSON format)
  • additional_info: Additional information about the lead (JSON format)

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Send Message

Sends a message to a lead via Apten with various scheduling and delivery options.

Required Parameters:

  • api_key: Your Apten API key for authentication
  • lead_id: The ID of the lead to send message to
  • message: The message content to send

Optional Parameters:

  • scheduled_time: Scheduled time for the message (ISO 8601 format)
  • send_when_off: Whether to send message even when lead is turned off (true/false)
  • schedule_follow_ups: Whether to schedule follow-up messages (true/false)
  • override_business_hours: Whether to override business hours restrictions (true/false)

Outputs:

  • status: Status of the send message operation
  • message_id: ID of the sent message
  • response_message: Detailed response about the operation
  • scheduled_date: Date when the message was scheduled (if applicable)

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Look Up Lead

Finds an existing lead in Apten by phone number.

Required Parameters:

  • api_key: Your Apten API key for authentication
  • phone: The phone number to look up (e.g., +1234567890)

Outputs:

  • status: The result status (success, not_found, or error)
  • lead_id: The unique identifier of the found lead (empty if not found)
  • phone_number: The normalized phone number that was searched

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Add Context

Adds contextual information, commands, and additional data to a lead.

Required Parameters:

  • api_key: Your Apten API key for authentication
  • lead_id: The unique identifier for the lead

Optional Parameters:

  • context: Additional context information to add to the lead
  • command: Command to queue for execution
  • additional_info_1_key through additional_info_10_key: Keys for additional information fields
  • additional_info_1_value through additional_info_10_value: Values for additional information fields

Outputs:

  • status: The status of the add context operation
  • context_added: Whether context was successfully added
  • command_queued: Whether a command was successfully queued
  • additional_info_count: Number of additional info fields that were added

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Add Event

Creates a custom event record for a lead in Apten.

Required Parameters:

  • api_key: Your Apten API key for authentication
  • lead_id: The unique identifier for the lead
  • text: The text content for the custom event

Outputs:

  • status: The status of the add event operation
  • event_id: The unique identifier of the created event
  • response_message: Additional information about the operation result
  • timestamp: The timestamp when the event was created

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Check DNC Status

Checks if a phone number is in the Do Not Call list.

Required Parameters:

  • api_key: Your Apten API key for authentication
  • phone: The phone number to check in the DNC list

Outputs:

  • status: The status of the get DNC operation
  • found: Whether the phone number was found in the DNC list
  • phone: The processed phone number that was checked
  • created_at: When the phone number was added to DNC (if found)
  • response_message: Additional information about the operation result

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Register DNC

Adds a phone number to the Do Not Call list in Apten.

Required Parameters:

  • api_key: Your Apten API key for authentication
  • phone: The phone number to add to the DNC list

Outputs:

  • status: Status of the DNC registration
  • processed_phone: The processed phone number that was added to DNC
  • response_message: Detailed response message from the operation

This action will create the lead in Apten and can automatically trigger initial AI conversations based on your customer profile settings.

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Workflow Action Example: Create a Lead

Here’s a step-by-step example of how to set up the Create Apten Lead action in a Hubspot workflow:

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Step 1: Add the Apten Action

  1. In your Hubspot workflow editor, click the + button to add a new action
  2. In the “Browse all actions” search bar, type apten
  3. Under Integrated apps, you’ll see the Apten section with available actions
  4. Click Create Apten Lead to select this action

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Step 2: Configure the Action Parameters

Once you’ve selected the Create Apten Lead action, you’ll see the configuration form:

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Step 3: Review and Save

After configuring all required fields and any optional parameters:

  1. Click Save to add the action to your workflow
  2. The action will appear in your workflow as a blue box with the Apten logo
  3. The action card will display “Create Apten Lead” with the description “Create lead in Apten with contact information”

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Step 4: Test Your Workflow

  1. Turn on your workflow to make it active
  2. Trigger the workflow conditions (e.g., new contact creation, form submission)
  3. Monitor the workflow execution to ensure leads are being created successfully in Apten
  4. Check your Apten dashboard to verify the new leads appear with the correct information

This workflow action will automatically create leads in Apten whenever the workflow conditions are met, seamlessly integrating your Hubspot contacts with Apten’s AI communication capabilities.