Overview
Heyou connects to HubSpot so the lists Heyou works from (your target accounts, your customers, your partners, the people in your open deals) stay in step with your CRM. You build a segment in HubSpot for each list you want filled, pick it once, and Heyou keeps the list in sync every hour.
Heyou only reads. It never creates, changes or deletes anything in your HubSpot account.
Scope
This article covers:
Before you start
You need two people, and ideally they are the same person:
In Heyou: an admin or manager of your workspace.
In HubSpot: a user who can install apps, which means a Super Admin or a user with App Marketplace access.
The approval in HubSpot only completes in the browser where you clicked Connect, while you are still signed in to Heyou. A link forwarded to someone else connects nothing. This stops anyone from connecting a HubSpot account that isn't theirs.
Step 1: Connect HubSpot
In Heyou, open Settings → Integrations → HubSpot and click Connect Heyou to HubSpot.
In HubSpot, pick your account and review the permissions Heyou asks for.
Keep leads, deals and custom objects ticked if any of your lists will use them. They are optional, and a list that needs one you left unticked will ask you to reconnect.
If HubSpot shows a notice about an unverified app, tick the box to continue.
Approve. You land back in Heyou, connected.
If the card says HubSpot isn't available yet, ask your Heyou contact to turn it on for your workspace.
Step 2: Build your segments in HubSpot
Each Heyou list reads one HubSpot segment, and you build those segments with HubSpot's own segment builder, using any filter you already use in HubSpot. Every list also has a Create a segment in HubSpot link that takes you straight there.
Any segment can feed any list. Segments of contacts, companies, leads, deals or custom objects all work.
Heyou converts the records for you. A company segment fills a people list with those companies' contacts. A contact segment fills a company list with each contact's primary company. Leads, deals and linked custom objects give the contacts or companies they are associated with.
A hand-picked list can be a static segment. Use an active segment when the list should follow a rule, such as every company in an open deal. If your HubSpot plan limits active segments, a static one works just as well for a list you curate by hand.
Step 3: Pick a segment for each list
On the HubSpot card in Heyou, click Pick segments in HubSpot. You can also get there from HubSpot: Connected apps → Heyou → Settings.
Under Lists, choose a segment for each list you use. Leave a list on No segment to skip it.
Click Save lists. Heyou checks every list you changed and shows any problem right beside it.
The lists you can fill, and what each holds:
Targeted accounts: companies
Targeted people: people
Customers: companies
Champions/end users: people
Past customers: people
Partners: people
Excluded accounts: companies
People in active deals: people
Companies in active deals: companies
Only HubSpot users who can manage apps can change these settings. Everyone else sees them as View only. Each saved list shows which HubSpot user saved it, so the HubSpot admin doing the setup doesn't need a Heyou account.
Step 4: Check the field mapping (optional)
Below the lists, Field mapping sets which HubSpot property each field comes from. It starts with HubSpot's standard properties, so most accounts can skip this step.
Contacts: first name, last name, email, job title, LinkedIn profile URL.
Companies: name, website, LinkedIn company page URL. A contact's company name and website come from their primary company, through these same choices.
Things worth doing here:
Add your LinkedIn URL properties if you keep them. They make matching your records to the right people and companies much more precise.
Choose a different property where you keep a field elsewhere, such as a name in English beside one in another language, or a work email.
Also send up to 30 other properties per record type that Heyou should receive with each record.
Custom objects used by a picked segment get their own row. Read them as linked records (their associated contacts or companies), as a person, or as a company.
Click Save mapping. Lists and mapping save separately, and nothing changes until you save.
First and last names stay separate fields. Heyou never splits a full name in two, because that breaks too easily on names from other languages.
Step 5: Start syncing
Back on the HubSpot card in Heyou, each list shows Ready, Not set up or Needs fixing.
Fix anything marked Needs fixing. The card says what is wrong.
Click Start syncing. The first sync starts right away, and Heyou syncs again every hour after that.
Once it is running the card shows Sync is enabled, and each list shows when it last synced.
When a list needs fixing
The card says what is wrong with each list marked Needs fixing. The most common causes:
Its segment was deleted in HubSpot. Pick another segment.
A property the mapping uses no longer exists. Choose another property in the field mapping. Until you do, the list keeps what it last synced. Heyou never quietly falls back to the standard property, so you always know where a field comes from.
The segment holds a custom object that isn't mapped yet, or is mapped as the other kind of record. Map it in the field mapping as what the list holds, or pick another segment.
HubSpot didn't give Heyou a permission this list needs. If it was unticked when you connected, click Reconnect on the card and approve every permission. If it's still missing, your HubSpot subscription may not include that object.
The segment holds records Heyou can't read, such as tickets. Pick a segment of contacts, companies, leads, deals or a custom object.
If the card's header says Can't sign in, HubSpot has stopped accepting Heyou's access. This usually means the app was uninstalled in HubSpot, or the person who installed it lost access. Click Reconnect.
Changing things later
Change a segment or the mapping: HubSpot → Connected apps → Heyou → Settings. The next hourly sync picks it up.
Reconnect: on the HubSpot card in Heyou. It must be the same HubSpot account. Your segments, mapping and everything Heyou has read are kept.
Disconnect: on the HubSpot card in Heyou. This deletes everything Heyou read from your HubSpot account. Heyou's app stays installed in HubSpot until you uninstall it there, under Connected apps.
Salesforce too: a workspace can sync HubSpot and Salesforce at the same time, for example while you move from one to the other. Each has its own card, and disconnecting one leaves anything the other also lists in place.
What Heyou reads, and what it never does
Heyou reads:
Your segments, and the members of the segments you pick
Contacts and companies, and the properties set in the field mapping
Record owners, so a target lands with the right person on your team
Only if you allow it: leads, deals and custom objects
Heyou never:
Creates, changes or deletes anything in your HubSpot account
Creates segments of its own
Reads the members of segments you didn't pick for a list
What Heyou reads from HubSpot is protected by the same controls as the rest of your Heyou data. Those are covered in Security and data protection at Heyou, and Heyou's full trust documentation is published at heyou.io/trust.
Recent enhancements
The most recent additions to this module. New entries are added by Heyou's release process.
October 2026: Initial release of the HubSpot integration. Connect it yourself from Heyou, pick a segment for each list on Heyou's Settings tab in HubSpot, map fields and custom objects, and sync every hour. Read-only from day one.
If you have a question about the HubSpot integration, or a step that did not go as expected, reply to any Heyou email, open the in-product chat, or write to support@heyou.io. Our team responds to every message.