So you want to connect Chilipiper and HubSpot and actually get your leads routed where they should go, without a bunch of manual work or missed follow-ups. If you’re tired of leads falling into a black hole, or just want to stop wrestling with tools that are supposed to make your life easier, you’re in the right place.
This guide is for sales, marketing, or ops folks who want a real-world walkthrough, not a glossy sales brochure. Let’s skip the fluff and get your systems actually talking to each other.
Why connect Chilipiper and HubSpot?
You probably know this already, but let's spell it out: Chilipiper (see Chilipiper for details) is built to book meetings instantly—no more back-and-forth emails. HubSpot is where your leads live and where your sales team works. If the two aren't synced, you’re either:
- Manually copying info between tools (and making mistakes)
- Missing meetings because leads disappear into the ether
- Driving your reps (and yourself) nuts
Connecting them means booked meetings show up where your reps need them, lead data gets updated automatically, and you can actually trust your reports. But it’s not always seamless out of the box—so here’s how to do it step by step.
Step 1: Prep Your Accounts
Before you touch a single setting, make sure you have what you need:
- Admin access to both HubSpot and Chilipiper: You’ll need enough permissions to connect integrations and change settings.
- A clear process: Know what should happen when a lead books—who gets the meeting, what info you need, and how you’ll track it.
- Test data: Have a fake lead handy for testing. Never test with real prospects. Save yourself the heartburn.
Pro tip: If your HubSpot is a mess (duplicate records, missing owner fields, etc.), clean it up first. Chilipiper’s only as accurate as your data.
Step 2: Connect Chilipiper to HubSpot
- Log in to Chilipiper.
- Go to “Integrations” (usually in the settings or admin panel).
- Find HubSpot and click “Connect.” You’ll get bounced to a HubSpot login screen.
- Grant permissions. Chilipiper needs to read and write Contacts, Companies, and some other basics. Don’t get twitchy about the permissions—they’re standard for this kind of integration.
- Choose the correct HubSpot account (double-check if you have more than one portal).
- Approve the connection.
What could go wrong? - If your HubSpot user isn’t an admin, you’ll get blocked here. - Sometimes browser pop-up blockers mess with the oAuth pop-up. Disable them for now if you run into issues.
Step 3: Map Fields and Set Routing Rules
Once the integration’s live, you need to tell Chilipiper what info to pull from HubSpot and how to use it for routing.
Field Mapping
- In Chilipiper, go to the field mapping section for HubSpot.
- Map the basics: first name, last name, email, company, phone.
- If you use custom fields (like “Lead Source” or “Product Interest”), map those too. This is how you’ll route leads smarter than just “round robin.”
Honest take: Don’t map every custom field under the sun. Only map what you’ll actually use for routing or reporting. More fields = more things to break.
Routing Rules
- Set up your routing logic (for example: based on territory, company size, product, etc.).
- Use HubSpot properties as triggers—so, if “Country = US,” assign to your US sales team.
- Test each routing rule with sample data.
Gotchas to watch for: - If your data in HubSpot is inconsistent (like, “United States” vs “USA” vs “US”), your rules won’t work right. - Routing rules can get complicated fast. Start simple. You can always add more logic later.
Step 4: Embed Chilipiper in Your HubSpot Forms or Workflows
This is where the magic happens—turning form fills into booked meetings.
Option 1: Directly on HubSpot Forms
- In Chilipiper, create a “Form Concierge” or “Instant Booker” for your key forms.
- Grab the embed script Chilipiper provides.
- In HubSpot, edit the landing page or form, and paste in the Chilipiper script. Usually, you’ll put this in the form’s “thank you” section or as a custom HTML block.
- Test by submitting the form as your fake lead.
Heads up: HubSpot’s drag-and-drop editor can be finicky with scripts. Sometimes you’ll need to use the “Raw HTML” option or check with your web team.
Option 2: Via HubSpot Workflows
- Set up a workflow that triggers when a new lead is created or a form is submitted.
- Use the Chilipiper integration action (available if you connected things right) to send meeting links or trigger booking.
- This is better for more complex setups, but it’s slower—there’s a bit of lag compared to instant booking.
Ignore: If you see “Zapier” or other third-party tools suggested for this, skip them. Native integration is faster, more reliable, and less likely to break.
Step 5: Sync Meetings and Update Records in HubSpot
Chilipiper can create meetings right on the contact record in HubSpot. Make sure this is enabled:
- In Chilipiper, find the HubSpot sync settings.
- Enable “Create Meetings in HubSpot” (wording might change, but you get the idea).
- Choose what data gets pushed—meeting time, owner, notes, etc.
- Test by booking a meeting and checking the lead in HubSpot. You should see a meeting activity, updated owner, and any notes.
What works: This is where Chilipiper shines. Meetings get logged automatically, and handoffs are tracked.
What doesn’t: If you have a lot of custom objects or weird workflows in HubSpot, the sync might not catch everything. Stick to standard objects where you can.
Step 6: Test Like a Skeptic
Don’t just assume it works. Run through the entire flow:
- Fill out a form as a test lead.
- Book a meeting through Chilipiper.
- Check HubSpot—does the lead appear? Is the meeting logged? Did ownership change? Did your routing rules work?
- Try edge cases (missing phone number, weird email domains, etc.).
Pro tip: Get a real rep to run through the process, too. Watch for anything confusing or broken.
What to Ignore (and What to Watch)
Ignore: - Over-complicated routing logic. If you need a flowchart to explain it, it’s probably bad for your team. - Plug-ins or Chrome extensions promising to “supercharge” the integration. They rarely help and sometimes break things. - Overly broad field mapping. Keep it tight.
Watch for: - Data mismatches. If your HubSpot data is inconsistent, Chilipiper can’t fix it. - Permissions. If someone changes admin access, integrations can break silently. - Updates from either tool. Sometimes new features change how integrations behave—check your setup after big updates.
Wrapping Up: Keep It Simple, Iterate Often
Connecting Chilipiper and HubSpot isn’t rocket science, but it does take clear thinking and a bit of patience. Start with the basics: clean data, simple routing, and solid testing. Once you’ve got the basics working, you can always add more logic or complexity if you actually need it.
Remember, the goal is less manual work and fewer missed leads—not just another shiny setup to maintain. Get it live, test with your team, and tweak as you go. Don’t let perfect be the enemy of good enough.