HubSpot-HyperTrack integration

00## Introduction

Bring location intelligence into HubSpot with HyperTrack!

The HyperTrack HubSpot app adds advanced field service workflows directly into your CRM. With seamless sync between HubSpot entities and HyperTrack, you can plan, track, and analyze meetings while unlocking real-time visibility into your field operations.

The workflows and seamless sync between your HubSpot entities and HyperTrack, you can now fuse location intelligence to solve the following challenges:

1. Visibility & Scheduling: See historic, ongoing, and future meetings for a Deal or Company, track fleet availability, monitor task completion, and optimize daily routes.
2. Automation: Automatically detect visits, service times, and travel distances to streamline attendance and mileage reimbursements.
3. Performance Insights: Measure meeting effectiveness, deal conversion speed, and task efficiency with out-of-the-box analytics and reports.
4. Mobile App: Enable your teams with a ready-to-use app for creating meetings, tracking work, and ensuring mileage transparency.

Businesses use HyperTrack for HubSpot to accelerate deal cycles, improve predictability, and grow revenue with confidence. And with our mobile app, your field teams can spend less time reporting and more time serving customers.

Adding HyperTrack to your HubSpot account

1. Install the HyperTrack app on HubSpot

In the HubSpot App Marketplace search for HyperTrack to reach our listing. Install the app in your HubSpot Account.

2. Onboard your teams and fleet

i. Set up your organizations/teams/clients

Use the HyperTrack Ops Group API to create higher level organizations, teams or different clients so that the dashboard can be filtered to show information tailored to the relevant group.

ii. Set up your fleet and associate them to their Teams

a. Use your own app

If you have your own app, you can integrate the HyperTrack SDK by following our guide. When setting the worker_handle, set the value to the email address of the User in HubSpot to ensure that the records written back to HubSpot have the correct User attribution.

b. Use the HyperTrack app

Using the HyperTrack Worker Ops View, you can create the workers by uploading a CSV with a column called the worker_handle that has the email address of each of the expected app users. This email address should match the ones in HubSpot to ensure that the records tie back to correct users in HubSpot.

Invite your team to the HyperTrack App as described in this guide to "Send Email invitations to your app users".

3. Setup your places

Setup your Customer places in HyperTrack as described in this guide. As meetings happen at these locations, the accuracy of the customer place is improved providing a personal address book for your account.

4. Create Meetings

Meetings can be created against Deals and Customers created in HubSpot. HyperTrack provides the ability to create these meetings either by a centralized team that works on the HubSpot Web Interface or through the HyperTrack App.

a. Meeting creation using the HubSpot Web Interface

Meetings are created using the HyperTrack form in HubSpot that can be found in the CRM card on the Company or Deal page. The video below shows how you can create a meeting from your HubSpot Deal/Company.

b. Meeting creation using the HyperTrack App

The HyperTrack allows your field team to create meetings from their app. The meetings created are tagged with your HubSpot Company/Deal information and automatically associated with the correct Deal/Company in HubSpot. The video below shows how the HyperTrack app can be used to create a meeting.

As meetings are added, HyperTrack automatically optimizes the route across all meetings on a given day ensuring that your field agent takes the most efficient path to help reduce mileage costs and improve meeting volumes on a daily basis.

5. Track against meetings

HyperTrack supports both manual and automatic workflows when it comes to tracking against meetings. Wether your field agents use a custom app or the HyperTrack app, the action of starting to track a Field agent against the meetings for the day can be controlled by the Orders API. We've integrated this experience into the HyperTrack app to start tracking the Field Agent with a button click. Once the tracking begins, the Field Agent can move around to different meetings locations and the distance, visit start/end, and visit duration information are automatically captured and relayed back to the HyperTrack Order and your Ticket in HubSpot.

6. Meeting Completion and Cancellation

Meetings can be completed or cancelled based on the situation on the field. When completing meetings, field agents can provide information through Notes, Images, Signatures, and custom fields that can be set up as part of the integration. All these information entities can be updated on your custom app if needed using the Orders API. This information is then relayed back to the HubSpot ticket as a Note, attachment, and customer fields. Similarly when a meeting gets cancelled, the field agent can provide more context around why it's cancelled removing the need for Ops to reach out to customers to check what happened.

7. Meeting Rescheduling

Field teams often need to move meetings around due to last minute changes by a customer. HyperTrack provides the ability to reschedule the meeting to a preferred date and time in the future using the Reschedule API. This workflow is integration into the HyperTrack out of the box to equip your field agents to make changes to meet the customer when they are available.

8. Meeting information and Reports in HubSpot

Each meeting is captured as a Ticket in HubSpot. The ticket is automatically associated with the Deal, Company and Owner to ensure data integrity in your HubSpot environment. The lifecycle of the Ticket is automatically handled by us and tickets are closed once the Order is completed/cancelled.

HubSpot provides a rich reporting feature that can leverage the HyperTrack data in HubSpot to provide information around mileage reimbursement per day, avg meetings for deal conversion, avg meetings per day, task completion metrics, avg visit durations etc.