Do you want to connect a note assistant like Jamy.ai with HubSpot? Here’s everything you need to know to do it quickly and easily:

• Key benefits:

  • Automatically import leads.

  • Synchronize notes and tasks in real-time.

  • Centralize meeting data in HubSpot.

• Basic requirements:

  • Jamy.ai: Premium subscription (€39 per year).

  • HubSpot: Active account with Super Admin permissions.

  • Authentication via Private access token or OAuth.

• Integration options:

  • External tools: Use Zapier or Make to integrate it without coding.

  • Direct webhooks: Offer more control but require technical knowledge.

• Quick steps:

  1. Activate webhooks in Jamy.ai from the integration options.

  2. Set up a private app in HubSpot to receive data.

  3. Map fields such as title, participants, and tasks for synchronization.

• Synchronization:

  • Unidirectional (Jamy.ai → HubSpot) or bidirectional.

  • Automatically updates every 5 minutes.

Having issues? Check tokens, field mappings, and errors in the logs. Use tools like Zapier to simplify or customize with webhooks if you’re looking for more control.

With these steps, you can automate and optimize the management of your notes and data in HubSpot effectively.

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Configuration Requirements

Jamy.ai plays a key role in this integration, ensuring smooth and secure communication with HubSpot.

Tools and Access Needed

To complete the integration, you will need the following:

| Plataforma | Requisitos |
| --- | --- |
| Jamy.ai | Suscripción Premium (39 € al año) con acceso a webhooks y CRM |
| HubSpot | Cuenta activa con permisos de Super Admin |
| Autenticación | Token de acceso de aplicación privada o OAuth

As of November 30, 2022, HubSpot stopped using traditional API keys. Now, the recommended options are:

• Private application access token: provides greater security and is designed for specific integrations.

• OAuth Authentication: useful for connections that require user authorization.

Basic Setup Steps

These are the initial steps to set up the integration:

1. Configuration in Jamy.ai
   

   To enable webhooks in Jamy.ai:

   • Ensure you have an active Premium plan.

   • Access the integration section within Jamy.ai.

   • Activate the custom webhooks option.

2. Configuration in HubSpot
   

   In your HubSpot account:

   • Log in with a Super Admin profile.

   • Go to "Integrations" > "Private Apps".

   • Create a new private app for Jamy.ai.

   If you need details about OAuth:

   • Access your developer account.

   • Navigate to the "Apps" section.

   • Select your app’s name.

   • Find the information in the Authentication tab.

With these initial configurations, you will be able to establish the connection between Jamy.ai and HubSpot, ready to integrate through the specific methods you choose.

Connection Methods

You can connect Jamy.ai with HubSpot using external tools or by configuring webhooks directly.

Integration with External Tools

Zapier and Make are popular options for integrating Jamy.ai with HubSpot without any coding required.

| Plataforma | Pros | Contras |
| --- | --- | --- |
| Zapier | Ofrece más de 1.400 integraciones y plantillas preconfiguradas | Requiere una suscripción adicional |
| Make | Permite flujos de trabajo más detallados y controlados | Tiene una curva de aprendizaje más compleja

Steps to set up the integration with Zapier:

• Log in to Zapier.

• Select Jamy.ai as the triggering app.

• Choose HubSpot as the action app.

• Define the initial event, such as "New meeting note".

• Set up the action in HubSpot, like "Create contact" or "Update company".

If you’re looking for a more technical and personalized integration, you can opt for using webhooks.

Direct Configuration via Webhooks

Webhooks offer a higher level of customization and control but require technical knowledge for setup.

Basic steps to configure webhooks:

• In Jamy.ai:

  • Go to the integrations section and create a new webhook.

  • Define the HubSpot webhook URL, JSON format, and the events that will trigger it.

• In HubSpot:

  • Set up an entry point to receive the data sent from Jamy.ai.

  • Create a new webhook in the Integrations section.

  • Establish the data structure and the automated actions that will execute.

Example of data mapping:

• Meeting title → Becomes the name of the contact or company.

• Participants → Assigned as related contacts.

• Notes and summary → Added as description or notes in HubSpot.

If you need speed and ease, external tools are the best option. On the other hand, webhooks are ideal if you want more detailed control over the integration.

Integration Setup

Data Field Configuration

Correctly assigning fields ensures that synchronization between Jamy.ai and HubSpot works smoothly.

Default fields:

• Note title → Record name in HubSpot

• Date and time → Creation date

• Participants → Associated contacts

• Summary → Description or notes

• Tasks → Pending activities

Need to customize the mapping?
Follow these steps:

1. In Jamy.ai, go to the integrations section, select HubSpot, and review the available fields.

2. In the mapping interface, you’ll see:

   • On the left: Jamy.ai fields

   • On the right: HubSpot properties

Examples of advanced customization:

| Campo Jamy.ai | Mapeo en HubSpot | Personalización |
| --- | --- | --- |
| Etiquetas de reunión | Tipo de interacción | Clasificación automática |
| Nivel de prioridad | Estado del contacto | Actualización del pipeline |
| Palabras clave | Intereses del contacto | Segmentación automática |
| Duración reunión | Tiempo de engagement | Análisis de interacción

Once the fields are configured, you can define how to synchronize data between both platforms.

Synchronization Options

With the mapped fields, the next step is to adjust how information will communicate and update between Jamy.ai and HubSpot.

Synchronization frequency:
Incremental synchronization occurs every 5 minutes, checking and updating changes in both platforms.

Available synchronization types:

• Unidirectional: From Jamy.ai to HubSpot.

• Bidirectional: Updates in both directions.

How to optimize synchronization:

1. Filter and resolve conflicts:

   • Synchronize based on specific tags or key participants.

   • Define priorities: HubSpot, Jamy.ai, or the most recent record?

   • Create rules to avoid duplicates.

If you use Operations Hub Professional or Enterprise, you can set up custom webhooks for more detailed control over synchronization.

Testing and Solutions

After setting up the integration, it’s important to ensure that everything works properly by following an organized process.

Integration Verification

Check that the integration operates as it should by conducting several reviews.

Synchronization status:

The "Synchronization Summary" panel classifies records into three main states:

| Estado | Descripción | Acción necesaria |
| --- | --- | --- |
| En sincronización | Registros actualizados sin problemas | Ninguna |
| En cola | Registros esperando procesamiento | Esperar a que se completen |
| Error | Fallos en la sincronización | Consultar el mensaje de error

Steps to verify:

• Access the integrations panel in Jamy.ai.

• Check that the synchronization status and field updating are as expected.

• Make sure that the last synchronization time is recent.

For complete validation, create a test note in Jamy.ai and verify that it appears in HubSpot with all fields correctly updated.

If you encounter errors, consult the specific solutions in the following section.

Common Problems and Solutions

Some common issues have solutions that you can apply immediately.

Connection problems:

• Webhook not responding: Use tools like webhook.site to check if the data is being sent correctly. Keep in mind that HubSpot retries sending for three days.

• Data not updated: Examine the "Synchronization Summary" panel to locate records marked as "Error" and follow the indicated instructions.

Other solutions for frequent errors:

| Error | Posible causa | Solución |
| --- | --- | --- |
| Error de autenticación | Token expirado | Renueva las credenciales |
| Campos no sincronizados | Configuración incorrecta | Revisa el mapeo de campos |
| Duplicación de registros | Reglas de sincronización | Ajusta los filtros de duplicados

Improve performance:

Set up automatic notifications to receive alerts about new form submissions or updates in HubSpot. This will help you identify and resolve issues before they escalate.

If problems persist, consult the details of requests and responses in HubSpot’s webhook testing section. There, you’ll find detailed information about headers and content of requests which can be helpful for diagnosing errors.

Summary

The integration can be carried out through two main methods:

| Método | Ventajas | Puntos a tener en cuenta |
| --- | --- | --- |
| <strong>Webhooks Directos</strong> | Ofrecen más control y opciones de personalización | Requieren conocimientos técnicos avanzados |
| <strong>Herramientas de Integración</strong> | Configuración más sencilla y rápida | Pueden presentar algunas limitaciones en funcionalidades

Jamy.ai and HubSpot work together to automate and optimize the management of notes and data in your CRM. Here are the main benefits:

• Automation: Notes and transcriptions are synchronized automatically.

• Centralization: All information is organized directly in your CRM.

• Tracking: Tasks turn into activities within HubSpot, facilitating management.

Key steps for effective integration:

• Configure the webhooks for the events you need to track.

• Ensure correct mapping between the platforms to avoid errors.

• Conduct frequent tests to ensure synchronization works correctly.

With Jamy.ai and HubSpot, you can simplify your workflows and increase your team's productivity.

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