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Standard Operating Procedure for Integrating HubSpot CRM with Apollo

Purpose:

This SOP outlines the process for integrating HubSpot CRM with Apollo to streamline contact management and enhance data synchronization. The integration aims to improve efficiency in managing customer relationships and ensuring relevant contact information is accurately reflected across both platforms.

Scope:

This procedure applies to the marketing and sales departments that use HubSpot and Apollo platforms for customer relationship management and outreach. It is relevant for personnel responsible for setting up and maintaining CRM integrations.

Procedure:

1. Access Integrations Menu:
   • Log into Apollo with your Gmail account that is linked with your HubSpot account.
   • Navigate to the upper right corner and select 'Integrations'.
2. Initiate HubSpot Integration:
   • Click on the 'View' button under the HubSpot integration option that appears due to the onboarding settings.
3. Verify Automatic Integration:
   • Confirm that HubSpot is linked via the email used for Apollo's login. This should be automatically configured if the same email is used for both Apollo and HubSpot.
4. Configure Record Visibility Settings:
   • Ensure the setting 'Allow Apollo to search for HubSpot records' is enabled to maintain visibility across both platforms.
5. Manage Contact Synchronization:
   • Decide which contacts from Apollo should be pushed to HubSpot. It is recommended to avoid adding all contacts from mass outreach to avoid clutter.
   • Enable the feature to push contacts into HubSpot only when they reach specific engagement stages (e.g., replied, interested).
6. Set Engagement Stage Criteria:
   • Utilize Apollo’s automatic staging system to categorize contacts based on their interaction level.
   • For a detailed understanding of each stage, refer to the online guide by searching 'Apollo contact stages' on Google.
7. Email Integration Settings:
   • Configure settings to ensure that only emails from contacts who meet the specified engagement criteria are synchronized to HubSpot.
   • Disable the default setting that pushes all emails regardless of sender or recipient's presence in HubSpot to prevent unnecessary contact creation.
8. Adjust Task Notes and Save Settings:
   • Review and adjust the task notes as necessary.
   • Save the integration settings to finalize the configurations.
9. Synchronize Stages Between Apollo and HubSpot:
   • Compare and map the Apollo contact stages with HubSpot stages to ensure consistency in data reporting and segmentation.
   • Include mappings for key stages such as 'Interested' and 'In Progress' to reflect in HubSpot accurately.
10. Finalize Stage Mapping:
    • Map negative statuses like 'Do Not Contact', 'Bad Data', and 'Change Job' to appropriate HubSpot stages to maintain data integrity and compliance.
    • Ensure all mappings are correctly set to sync status updates between Apollo and HubSpot.