Connecting Revial to HubSpot
Connecting the HubSpot CRM app and the HubSpot Calls app, mapping call owners, and what to do when a connection fails.
Revial connects to HubSpot through two separate apps, each connected on its own:
| App | What it does | Where you connect it |
|---|---|---|
| HubSpot CRM | Syncs companies, contacts, deals and activities; writes meeting summaries back | Organization → CRM Integrations |
| HubSpot Calls | Turns calls logged in HubSpot into analysed Revial meetings | Organization → Calls |
You only need the Calls app if you want call analysis.
For every field Revial reads and writes, see What Revial syncs with HubSpot. For tokens, API consumption and failure behaviour, see the HubSpot technical integration guide.
Requirements
- Revial role: Admin or Owner in your organisation.
- Revial plan: one that includes the CRM integration (Medium or Sales).
- HubSpot user: the account that installs the app. Revial sees what that user can see. We recommend a dedicated integration user so the connection survives staff changes. Your HubSpot account may restrict who can install apps.
Connect the HubSpot CRM app
- In Revial, go to Organization → CRM Integrations.
- On the HubSpot card, click Connect with HubSpot.
- Sign in to HubSpot, choose the account (portal) to connect, review the requested access and approve.
- You return to Revial with "CRM connected successfully". The card shows Connected, the HubSpot user's email, Sync Now and Disconnect.
Before saving, Revial checks the token with HubSpot and records the portal ID and the installing user. The first sync starts automatically; after that Revial syncs roughly every hour while Automatic Sync is on in Organization → CRM Settings.
Only one HubSpot CRM connection is allowed per organisation. Other CRMs can be connected alongside it.
Connect the HubSpot Calls app
- In Revial, go to Organization → Calls.
- On the HubSpot Calls card ("Analyse calls logged in HubSpot."), click Connect.
- Sign in to HubSpot, choose the portal and approve.
- You return with "HubSpot Calls connected". The card shows Connected · portal followed by your portal ID.
A HubSpot portal can be connected to the Calls app of only one Revial organisation.
Map call owners to Revial users
Calls are analysed only for HubSpot owners mapped to a Revial user. After connecting, the Rep mapping list shows every active owner in your portal.
- Revial suggests a team member whose email matches the owner's — marked "(suggested)".
- Choose a user to analyse that owner's calls, or Don't analyse to exclude them.
- Owners marked Not mapped are skipped: "Calls from this user are not being analysed."
Only organisation admins and owners can change mappings, and the chosen user must be an active member of your organisation.
Managing the connections
Syncing (CRM app) — Sync Now starts a sync; Automatic Sync in CRM Settings turns hourly syncing on or off. Turning it off also stops meeting summaries being pushed automatically.
Disconnecting the CRM app — Disconnect on the HubSpot card, then confirm. Revial stops syncing and, in the background, deletes its synced copy of your HubSpot data, the stored tokens and the field mappings. Notes and deals Revial already wrote stay in HubSpot.
Disconnecting the CRM app in Revial does not revoke its access in HubSpot. To end the grant, uninstall Revial under Connected apps in your HubSpot account settings.
Disconnecting the Calls app — Disconnect on the HubSpot Calls card. Revial revokes the token in HubSpot, removes the owner mappings and stops analysing new calls. Meetings already created stay in Revial.
Reconnecting — if a connection shows an error, use Reconnect (Calls) or connect again (CRM).
Troubleshooting
| Message | What to do |
|---|---|
| "Connection cancelled" | Access was declined in HubSpot — connect again and approve |
| "Failed to authenticate with HubSpot" / "Failed to validate HubSpot access" | The sign-in was interrupted or the token check failed — try again |
| "Invalid or expired state" | More than five minutes passed during sign-in — start again |
| "Team already has an active HubSpot connection. Disconnect it first." | A HubSpot CRM connection already exists |
| "Team already has an active HubSpot call connection. Disconnect it first." | A HubSpot Calls connection already exists |
| "You must be a team admin or owner to connect a CRM" | Ask a Revial admin or owner to connect |
| "CRM integration is not available on your current plan…" | Your plan does not include the CRM integration |
| "Failed to connect HubSpot Calls" | The Calls connection failed — often because this portal is already connected to another Revial organisation's Calls app. Contact support if it repeats |
| "Failed to load HubSpot users" | Revial could not list your owners — click Retry; reconnect if the card shows an error |
| "CRM: Authentication expired" notification | The CRM app was uninstalled or its access revoked — connect again |
| Calls are not being analysed | The call's owner is not mapped, the call has no owner, or the recording is not available yet |
Quick guide
- CRM: Organization → CRM Integrations → HubSpot → Connect with HubSpot → sign in and approve.
- Calls (optional): Organization → Calls → HubSpot Calls → Connect → sign in and approve.
- Map each HubSpot owner whose calls should be analysed to a Revial user.
Custom extraction fields
Define your own data model and let Revial fill it from every customer conversation.
What Revial syncs with HubSpot
For your HubSpot administrator and whoever reviews the integration's data access — every HubSpot field Revial reads, everything it writes back, and what is deliberately left out.