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Aloware-HubSpot integration: Contact property mapping

Laarni D avatar
Written by Laarni D
Updated today

Understanding contact property mapping settings

Contact property mapping in Aloware controls how contact data flows between Aloware and HubSpot, allowing you to connect any HubSpot contact property (default or custom) to corresponding Aloware fields. This system determines what data gets synchronized, in which direction, and under what conditions the sync occurs, ensuring data consistency and automated synchronization across your platforms.


Accessing and understanding the interface

The mapping interface is in your Aloware admin panel and provides visual indicators to help you understand the status and capabilities of each field mapping: πŸ”’ for locked mappings, 🚫 for fields already mapped, and πŸ—‘οΈ for removable mappings.


Core mapping principles

Unlike basic integrations, Aloware-HubSpot property mapping follows specific rules and behaviors that are important to understand:

Best practice: HubSpot as source of truth

For optimal data consistency, HubSpot should serve as your primary data repository. This means:

  • Most data flows from HubSpot into Aloware

  • Changes in HubSpot automatically update Aloware

  • Your team maintains consistent data across platforms

  • Reduces data conflicts and synchronization issues

Three (3) types of field mapping categories

  1. Default locked fields - these are essential, permanent mappings that form the backbone of the integration:

    1. Include core contact properties like email and phone

    2. Cannot be modified or removed

    3. Automatically sync based on preset rules

    4. Marked with a πŸ”’ in the interface

  2. Default open fields - pre-configured mappings that offer flexibility:

    1. Can be modified or removed as needed

    2. Include properties like Last Call Dispositions

    3. Allow customization of sync direction

    4. Support your specific workflow needs

  3. Custom fields - user-defined connections between systems:

    1. User-created mappings

    2. Connect custom properties between systems

    3. Maximum flexibility in configuration


Configuring your contact property mappings

After understanding the basic principles, your property mapping configuration involves several key components that maintain data consistency between Aloware and HubSpot. Each component serves a specific function in ensuring proper data flow between systems.

Default field mappings

These are often automatically established and adhere to the best practice of HubSpot serving as the primary source of data, meaning Aloware primarily reads this information. Verify these mappings are present. Modifications are typically not allowed or recommended.


Special field types

Contact disposition status

A contact disposition (in Aloware) or lead status (in HubSpot) refers to the status or outcome associated with a contact in Aloware or HubSpot. This could indicate different stages of engagement or interaction, such as New Lead, In progress, or Contacted.

The sync behavior for this mapping is fixed and one-directional:

HubSpot β†’ Aloware ONLY (Contact Disposition Status ← Lead Status)

If you change the lead status in HubSpot, the change will automatically update the Contact Disposition Status in Aloware.

If you change the contact disposition status in Aloware, the change will not update the Lead status in HubSpot.

What your agents see in Aloware Talk

In Aloware Talk, your agents will only see Lead Statuses that are available and synced from your HubSpot account. These options are marked with a πŸ” icon to indicate their HubSpot origin.

If you ever disconnect and reconnect the HubSpot integration, this mapping automatically resets to HubSpot β†’ Aloware, which is its permanent fixed direction.


Contact ownership mapping

Contact ownership mapping determines which user is assigned as the owner of a contact in both systems. This mapping requires configuration of both field selection and sync direction.

For field selection, you can map Aloware's contact owner field to either:

  • HubSpot's standard contact owner field

  • A custom text field you've created in HubSpot

The sync direction offers three (3) configurations:

  1. Bi-directional sync: Contact owner (Aloware) β†”οΈŽ Contact owner (HubSpot)

    Changes in either system update the other automatically.

  2. Aloware to HubSpot: Contact owner (Aloware) β†’ Contact owner (HubSpot)

    Only Aloware changes update HubSpot. HubSpot changes won't affect Aloware, even with integration card sync.

  3. HubSpot to Aloware: Contact owner (Aloware) ← Contact owner (HubSpot)

    Only HubSpot changes update Aloware. This is the default if the integration is reset.

Mapping Aloware's contact owner to a HubSpot custom field

When using a custom HubSpot field for contact owner mapping, updates require manual synchronization. Users must click the Sync with HubSpot button on the contact's integration card in Aloware to reflect HubSpot changes.

User list for contact owner selection

When setting up contact owner mapping in Aloware, the dropdown list of users available for selection will only show users who are properly synced between Aloware and HubSpot. Users not synced with the CRM will not appear in this list.

Mapping modification rules

The contact owner mapping cannot be deleted, though you can modify its field connection and sync direction. When selecting contact owners in Aloware, only users properly synced between both systems will appear as options.

Red indicates locked (non-editable), green indicates unlocked (editable)


Other fixed mappings (Aloware data to HubSpot custom fields)

These mappings send specific pieces of information from Aloware to custom fields you create in HubSpot. The direction is Aloware β†’ HubSpot ONLY.

  • Line type (Aloware) β†’ your HubSpot custom field

    Aloware's "Line Type" (e.g., Mobile, Landline) updates a HubSpot custom field you've named "HS Contact Line Type."

  • Last inbound text message date (Aloware) β†’ your HubSpot Custom field

    The date of the last text message received from a contact in Aloware updates a HubSpot custom date field you've named "HS Last SMS In."

  • DNC (Do Not Contact status from Aloware) β†’ your HubSpot custom field

    If a contact is marked DNC in Aloware, this updates a HubSpot custom field (e.g., a checkbox or text field) you've named "HS Do Not Contact."


Synchronizing call disposition options from HubSpot

To ensure consistency in call logging, Aloware dynamically displays the list of call dispositions (e.g., "Left voicemail," "Connected," "No Answer") that are defined and managed within your HubSpot account.

What agents see in Aloware Talk

When logging a call, the disposition options available for selection by agents in Aloware are directly sourced from HubSpot. These options are often marked with a πŸ” (lock icon) to indicate they are synced from HubSpot, ensuring standardized terminology across platforms.

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