Syncing in Hubspot

Integrating Hubspot

For PM company teams onboarding to RentBamboo.

This guide explains every part of the HubSpot sync - what it does, how to set it up, and what to do when something breaks.

RentBamboo uses the term "Lead," while HubSpot uses "Contact." In this guide, these terms refer to the same entity.

What This Integration Does

HubSpot sync moves leads between RentBamboo and HubSpot CRM in both directions.

Direction

What happens

Architecture: Each Team Brings Their Own App

This is the most important concept - read it twice.

RentBamboo does NOT use a shared HubSpot app. Every team must create their own HubSpot app and provide four credentials. This means:

• Each team manages their own OAuth tokens

• Each team has their own webhook subscriptions tied to their own app

• One team's connection does not affect another team's connection

• Data never flows through RentBamboo's infrastructure in the wrong direction

The four credentials every team needs:

Credential Found Where Notes

⚠ The developerApiKey (hapikey) is used exclusively for webhook management. It is NOT the same as your OAuth client secret. This is the main for sync.

To make this setup 10x simple, follow the steps below.

Setting Up Your HubSpot App (Step by Step)

Step 1 - Create a HubSpot Developer Account

If you have an existing HubSpot account, you might be familiar with this developer option on your left, click it

If you don't already have one:

1. Go to developers.hubspot.com

2. Sign up / log in

3. You need a Developer Portal (separate from your CRM portal)

Step 2 - Create a New App

1. In your Developer Portal, go to Legacy Apps and click Create legacy app

   

2. Choose the Public option

   

3. Give it a name like "RentBamboo" or "Rentbamboo - [Your Company]" and leave the description blank or write something simple

   

4. Next, click on the Auth tab.

   

5. Scroll down the Auth tab to find Redirect URL, and set the URL to: https://www.rentbamboo.com/api/hubspot/callback

   

6. Once entered successfully, click on the Create app button.

Step 3 - Configure OAuth Scopes

Your app needs specific OAuth scopes to do its job. In your app settings:

1. Navigate to Auth tab → OAuth scopes and click on Add a scope button

   

2. Add these scopes (Search and add them one by one, Oauth scope is added by default):

oauth

crm.objects.contacts.read
crm.objects.contacts.write
crm.objects.owners.read
crm.lists.read
crm.lists.write
crm.schemas.contacts.write
sales-email-read

Step 4 - Note Your App Credentials

In your app settings, find and copy:

• Client ID - public, paste into RentBamboo settings

• Client Secret - private, paste into RentBamboo settings

• App ID - numeric, paste into RentBamboo settings (this is different from Client ID)

Step 5 - Get Your Developer API Key

1. Click on the developer button and navigate to Keys -> Developer API Key

2. Click Show and this is your developerApiKey. Copy it.

   

   ⚠ Developer API keys are tied to your Developer Portal account, not your CRM portal. You need the hapikey from the developer account that owns the app, not from the CRM portal you're connecting to.

Step 6 - Connecting HubSpot in RentBamboo

Prerequisites

• You must be a team Admin or Owner in RentBamboo

• You must have your four HubSpot credentials ready

Steps

1. Go to Dashboard → Settings → Integrations

2. Click on the Connect button on the HubSpot Integration screen.

   

3. In the Credentials section, enter:

   • Client ID - from your HubSpot app

   • Client Secret - from your HubSpot app

   • App ID - numeric, from your HubSpot app

   • Developer API Key - from your HubSpot developer portal

     

4. Click on the Save Credentials button.

5. Click Connect to HubSpot

   

6. You'll be redirected to HubSpot to authorize the app

7. Click Connect App in the HubSpot consent screen and type I accept the risk.

   
   
   

8. After you type and click Connect, You'll be redirected back to RentBamboo - you should see "Connected" status

Step 7: Status Mappings (very important)

How to Set Up Mappings

1. On RentBamboo, Go to Dashboard → Settings → Integrations → HubSpot

2. Scroll down to the Status Mappings section

3. Click on + Add button, you will have 2 drop-downs appear on the left and right.
   

   

4. In the left dropdown, pick a RentBamboo status→ In the right dropdown, pick a HubSpot status
   

   

   
   

5. Repeat for every status your team uses

6. Any unmapped statuses will show a yellow warning banner - status sync will skip these until you map them or might cause errors. So to be SAFE match every lead status you use on RentBamboo to a status on HubSpot, until you see a green sign saying “All lead statuses mapped”.

7. Click Save Mappings once done.
   

For Example, here are my mappings (can differ):

BONUS: Setup Similar status as RentBamboo on HubSpot.

1. Click on the three vertical dots beside the Add contacts button
   

   

2. Click on Edit Properties option.

3. You will go to the Properties page.
   

   

4. In the search bar, type lead status, and click on the first search result Lead Status (radio select)

5. Click on Field Type on the left sidebar

6. Scroll down to find your Lead Status choices available on HubSpot.

Here are mine :

7. Now, click the + Add option button on the bottom.

8. Once clicked, you will be prompted to enter a Label and an Internal Name

9. For Label you can enter Interested and for it’s internal name you can enter the same but lowercased and _ for space… in my case just lowercase as it is one word - interested

10. Now make sure internal name is always lowercase, and for space between words add an underscore instead. You can refer my radio options I have setup in the picture above.

11. (The internal names are capitals and native to HubSpot, so we don’t touch that)

12. So once setup, do not forget to click the Orange Save Button on the top right of your screen. (Do not forget this, or else HubSpot wont take your changes of options into effect.)

- - -

Example for two words:

Click on the Orange Save button on the top right, to save once done. (Do not forget)

7. So now after setting it up, it is identical to RentBamboo’s statuses.
   

   

8. Now I can go back to RentBamboo’s Status Mappings, and here’s how it looks - matched with the latest statuses we just made.
   
   

   

Neat isn’t it?

Step 8: Owner Mapping (optional, but highly recommended)

If this is not configured, all leads will sync in both directions. HOWEVER, you'll have less control over lead ownership and assigned property owners in HubSpot, so this setup is highly recommended.

What it does:

If your team manages multiple properties on the 1 HubSpot Contacts CRM, you map each RB team member to a HubSpot’ contact owner / assigned property owner. Only leads belonging to mapped owners sync. Unmapped owners’ leads stay in RB and never reach HubSpot.

How it works:

- When owner mappings are configured, ONLY mapped leads sync both ways.

- When NO mappings exist (empty), ALL leads sync normally.

- Owner changes flow both directions:

• RentBamboo Lead Owner changes → HubSpot Contact Owner updates

• HubSpot Contact Owner changes → RB Lead Owner updates

Setup:

1. Scroll to Owner Mapping section in HubSpot settings

2. Click + Add

3. Left dropdown → pick a RentBamboo Lead Owner / Team Member

4. Right dropdown → pick the matching HubSpot owner

5. Repeat for every lead owner / team member

6. Click Save Owner Mappings

Importing Leads (contacts) from HubSpot (HubSpot → RentBamboo)

This is a manual, on-demand sync. Use this to bring in existing HubSpot contacts as RentBamboo leads.

How it works

1. Click Import from HubSpot in the HubSpot settings page

2. RentBamboo fetches all contacts from your HubSpot portal (paginated - handles thousands automatically)

3. A preview modal shows all contacts with their name, email, phone, and HubSpot status

4. You can select/deselect individual contacts

5. Click Import Selected - contacts are upserted into RentBamboo:

   • If a lead with the same email already exists → updated (not duplicated)

   • If no match → created as new

6. Each imported lead gets tagged hubspot-import and stamped with sync metadata

Exporting Leads to HubSpot (RentBamboo → HubSpot)

Push RentBamboo leads to HubSpot as contacts. Also manual/on-demand.

How it works

1. Click Export to HubSpot

2. A preview modal shows all team leads

3. Select the leads you want to export

4. Click Export Selected

5. Leads are upserted into HubSpot:

   • If a HubSpot contact with the same email exists → updated

   • If no match → created new

6. Each exported lead is stamped with its HubSpot contact ID in RentBamboo for future bi-directional sync

Disconnecting HubSpot

To disconnect cleanly:

1. Go to Settings → HubSpot

2. Click Disconnect

3. RentBamboo:

   • Revokes the OAuth refresh token in HubSpot

   • Deletes all webhook subscriptions from HubSpot (using the hapikey)

   • Removes the stored OAuth tokens and webhook subscription IDs from the database

Now that your data is synced in, let’s train the AI: