Step by step guide to integrating Visitor Queue with HubSpot CRM

If you’re trying to get more out of your website leads by syncing them into HubSpot CRM, you’ve probably bumped into tools like Visitor Queue. It promises to show you which companies are snooping around your site, and—if you set it up right—can send that info straight into your CRM. This guide is for folks who don’t want to futz around with half-baked integrations, missed leads, or endless Zapier headaches. I’ll show you what actually works, what to ignore, and how to avoid common traps.

Why bother connecting Visitor Queue to HubSpot CRM?

Let’s keep it real: most website traffic is anonymous, and a chunk of your leads never fill out a form. Visitor Queue tries to close that gap by telling you which businesses are visiting, so you can reach out or score leads automatically inside HubSpot. If you’re in B2B, this can actually be useful—if you don’t drown in noise or get bogged down by flaky integrations.

But here’s the thing: the connection between Visitor Queue and HubSpot is only as good as your setup. Done right, you’ll save time and catch opportunities. Done wrong, you’ll clutter your CRM and annoy your sales team.

Step 1: Double-check your prerequisites

Before you dive in, make sure you’ve got:

  • A paid Visitor Queue account (the integration isn’t available on free plans)
  • Admin access to both Visitor Queue and HubSpot CRM
  • A clear idea of what you want to achieve (example: create a new Company record in HubSpot when a new business visits your site)
  • The patience to do a little troubleshooting—because, let’s be honest, not everything will work perfectly the first time

Pro tip: If your HubSpot is stuffed with junk data already, clean it up first. Integrations multiply messes.

Step 2: Connect Visitor Queue to your website

If you’re already using Visitor Queue to track site visitors, skip this step. If not, here’s the fastest way:

  1. Log in to your Visitor Queue dashboard.
  2. Go to “Websites” and add your domain.
  3. Grab the tracking script Visitor Queue gives you.
  4. Paste it before the closing </body> tag on every page of your site (or use Google Tag Manager if you prefer).
  5. Wait a few hours for data to start showing up.

Heads up: If your site gets very little traffic, you might not see much data yet. Don't panic.

Step 3: Set up the HubSpot integration in Visitor Queue

Here’s where most people get tripped up. Visitor Queue offers a native HubSpot integration—no need for Zapier or third-party hacks (unless you want something fancier).

  1. In your Visitor Queue dashboard, navigate to “Integrations.”
  2. Select HubSpot from the list.
  3. Click “Connect.”
  4. You’ll be prompted to log into HubSpot and authorize the connection. Make sure you’re using an account with enough permissions to create Companies, Contacts, and Deals (depending on what you want to sync).
  5. Authorize the integration. If HubSpot yells about permissions, double-check your role.

Honest take: This part is usually straightforward. If you hit errors, it’s almost always a permissions problem in HubSpot, not Visitor Queue.

Step 4: Configure what gets sent to HubSpot

This is where you decide what actually shows up in your CRM. If you just blast every Visitor Queue record into HubSpot, you’ll end up with a mess. Take a minute to think about:

  • Do you want to create a new Company, Contact, or Deal in HubSpot? (Most people start with Company.)
  • Should all companies be pushed to HubSpot, or just ones that meet certain criteria? (For example, companies from specific industries, or above a certain employee count.)
  • What fields should be mapped? (Company name, website, visit date, etc.)

How to set it up:

  1. In Visitor Queue, under the HubSpot integration settings, look for “Sync Settings” or “Mapping.”
  2. Choose what object you want to create in HubSpot (Company, Contact, or Deal).
  3. Map the fields from Visitor Queue to the right fields in HubSpot. Don’t overthink it—start with just the essentials.
  4. (Optional) Set up filters so only qualified companies are synced. For example, only push companies from the US, or companies with more than 50 employees.

Pro tip: Start simple. You can always add more fields or filters later. If you try to do everything at once, you’ll end up fighting with validation errors and mismatched data.

Step 5: Test your integration

Seriously—don’t skip this. Before you trust the integration, run a quick test so you know it’s working.

  1. Visit your website from a different network (use your phone’s hotspot or incognito mode).
  2. Wait for Visitor Queue to pick up your visit (might take a bit—grab coffee).
  3. Check if the test visit appears in Visitor Queue.
  4. See if a new Company (or whatever you chose) showed up in HubSpot.
  5. Double-check that the data looks right—names aren’t garbled, fields are mapped, and you don’t have duplicates.

Common problems to watch for:

  • Duplicate records: If your mapping isn’t set up carefully, you’ll get the same company over and over. Use domain/website as a unique identifier.
  • Junk data: Visitor Queue can’t always identify every visitor correctly. Some “companies” might be ISPs or random bots. Filter these out.
  • Missing permissions: If data isn’t syncing, check permissions in HubSpot—most of the time, that’s the culprit.

Step 6: Clean up and automate

Once you see data flowing, take ten minutes to tighten things up:

  • Set up notification rules in HubSpot (so you or your team get a heads-up when a new company is added)
  • Build a simple workflow to assign new companies to sales reps, or to tag them for follow-up
  • Regularly review what’s coming in from Visitor Queue—if you’re getting a lot of noise, update your filters

What not to do: Don’t set up a complicated sequence that adds every new company to a drip campaign unless you’re sure the data is solid. You’ll just annoy people and clutter your CRM.

Step 7: Monitor, adjust, and don’t overcomplicate

Integrations are never “set it and forget it.” Revisit your setup every couple of weeks—especially at first.

  • Are you actually getting leads you can use?
  • Is your sales team annoyed by junk data?
  • Should you tweak your filters, or stop syncing certain fields?

Honest advice: Don’t try to capture every possible data point. Focus on what your team will actually use. More data isn’t always better—sometimes it’s just more noise.

What works, what doesn’t, and what to ignore

What works

  • Native integration: The built-in Visitor Queue/HubSpot connection is reliable for basic use (no need for Zapier in most cases).
  • Simple mapping: Fewer fields = fewer headaches.
  • Regular cleanup: Reviewing your CRM for junk data every month keeps things sane.

What doesn’t

  • Complex automations right away: Trying to trigger complicated workflows from day one usually backfires.
  • Expecting perfect data: Visitor Queue identifies companies, not individuals. Don’t expect magic.
  • “Set it and forget it” mindset: You’ll miss errors and waste time later cleaning up messes.

What to ignore

  • Every possible field: Only sync what your team will actually use.
  • Integrating with every other tool: Focus on getting HubSpot working first. You can add more later if you really need it.

Wrapping up: Keep it simple, tweak as you go

Getting Visitor Queue and HubSpot CRM talking to each other isn’t rocket science, but it’s easy to let things spiral into chaos if you’re not careful. Start small, test everything, and focus on what actually helps your team. If something’s not working, ditch it or simplify. Integrations are supposed to save you time—not give you more busywork.

Now get back to work, and remember: iterate, don’t overthink.