Export data to HubSpot

Who can use this: Tech admin

Available on: Any Gong plan

Ideal for: Sales manager, RevOps

Export Gong activities to HubSpot so teams can see meeting, email, call, and Engage activity directly in HubSpot.

You can export:

• Meeting invites

• Web conference calls

• Telephony calls

• Emails

• Engage tasks

• Engage LinkedIn messages and connection requests

• Engage flow data

Configure activity export

Choose which activities to export to HubSpot and how meeting-related activities are created there.

The data exported includes details such as when the call took place, how long it lasted, and the call resolution. The call transcript isn't exported.

If you have already exported calls as one object and change to a different object, the existing calls are not changed to the new object. However, if calls already exported to HubSpot are re-exported, for example if you add a field to the export list, then those calls will be re-created as the new object.

These settings include exporting calls made with Gong Dialer.

Note:

It can take up to six hours to export Gong data to HubSpot.

Export meeting invites and web conference calls

Configure how meeting-related activities are exported to HubSpot.

To export meeting invites and web conference calls:

1. In the left sidebar, click Admin center.

2. In the Settings tab, click CRM settings under CRM.

3. Click the Export tab.

4. Under Export meetings and calls, select whether to export Meeting invites and Web conference calls.

5. Click Export meeting invites and conference calls as HubSpot, and select which object the activities should be exported to:

   • Meetings

   • Calls

   • Notes

   Note:

   If you use HubSpot with Google Calendar, exporting calls as HubSpot meetings may create duplicate meetings. Export calls as calls or notes instead.

6. Click Update.

Meeting invites and web conference calls must be exported as the same HubSpot activity type because meeting invites are updated with web conference call details after the meeting takes place.

Meeting invites

When exporting meeting invites or upcoming meetings to HubSpot, at least one external participant must match a HubSpot record for Gong to create a HubSpot activity.

Once the meeting takes place, Gong updates the HubSpot activity with meeting details, including a link to the Gong recording.

Web conference calls

If meeting invites are exported, Gong adds the call details to the HubSpot activity created for the meeting invite.

If meeting invites aren't exported, Gong exports the web conference call as a separate HubSpot activity.

Export telephony calls

Telephony calls are calls imported from telephony systems connected to Gong. Telephony calls are exported to HubSpot call objects.  

To export telephony calls:

1. Under Export meetings and calls, select Telephony calls.

2. Under Select which calls to export, select an option:

   • All calls

   • Gong Dialer calls only

   Note:

   If calls are exported to HubSpot through another application, selecting All calls may create duplicate call records in HubSpot. In this case, select Gong Dialer calls only.

3. Click Update.

Which telephony calls are exported

When you select All calls, Gong exports telephony calls imported into Gong and calls made with the Gong Dialer.

When you select Gong Dialer calls only, Gong exports only calls made with Gong Dialer.

The calls that are exported are:

• Short calls under five minutes

• Call attempts that weren't answered

• Calls that were answered but not recorded

Export emails

Gong exports emails associated with HubSpot contacts. Emails are exported from the date email export is enabled and aren't exported retroactively.

Emails not exported

Emails with the following tags aren't exported to HubSpot:

• MEETING_ACCEPTED

• MEETING_DECLINED

• MEETING_TENTATIVE

• MEETING_INVITATION

• MEETING_INVITATION_CANCEL

• MEETING_NEEDS_ACTION

• SCHEDULING

Select whose emails to export

Enable email export for the workspaces and team members whose emails you want to export to HubSpot.

To select the email workspaces to export:

1. Under Emails, select the workspaces you want to export emails from.

2. Under Select which emails to export, choose between:

   • All emails: Export emails imported to Gong from the email provider and emails written using the Gong email composer..

     Note:

     This may create duplicate email records if you export emails to HubSpot with another application.

     Gong composer emails only: Export only emails written using the Gong email composer.
     

3. Click Update.

Export Engage activities

Engage tasks, LinkedIn messages, and connection requests are exported to HubSpot when:

• The to-do is marked as completed in Gong.

• The activity isn't imported from external sources.

• The to-do isn't skipped.

To export Engage activities:

1. Under Engage, select the activities you want to export:

   • Export Engage tasks

   • Export LinkedIn messages and connection requests

2. Click Update.

The selected Engage activities are exported when the to-do is completed.

Export Engage flow data

Flow data includes:

• Contacts who have been added to a flow

• The current step in the flow

Exporting flow data makes flow information available in HubSpot.

To display flow data in HubSpot, you must create HubSpot custom fields and add them to the appropriate HubSpot layouts.

To export flow data:

1. Under Engage flow data, select Add flow data.

2. Click Update.

Update the contact’s opt out field in HubSpot

Prospects who request not to be contacted are marked as Do not contact in Gong Engage. In order to export the opt out field to HubSpot you must authorize the Gong integration user to update the contact's opt out field in HubSpot. This is in addition to the regular permissions when setting up the integration.

Note:

This is only relevant for organizations with Gong Engage.

To enable updates to the HubSpot opt-out field:

1. Under Enable update of opt out field in HubSpot, click Give permission.

2. Sign in to HubSpot using the integration user account.

3. Grant the requested permission.

Set the HubSpot activity update period

When the integration is set up, only new activities are exported to HubSpot. Gong activities can be updated after they occur. For example, a call may be associated with a HubSpot record after the call takes place, or new activity data may become available.

The HubSpot activity update period determines how long after an activity occurs Gong continues to update the related HubSpot activity.

Limiting updates to a defined period prevents large numbers of historical HubSpot activities from being updated. Updating historical records can consume CRM resources and may impact performance.

Set the update period

Gong can update exported HubSpot activities after they are created when new information becomes available. Set the activity update period to control how long Gong continues to apply those updates.

To set the update period:

1. Under HubSpot activity update period, select Update period and select the number of months after the Gong activity occurs that the corresponding HubSpot activity should be updated.

2. Click Update.

What to consider when setting the activity update period

Gong activities are updated as new information becomes available. For example, if a new tracker is created, Gong can update previously exported HubSpot activities with the new information.

If the update period is set to three months:

In the second example, the activity is outside the update period, so Gong no longer updates the HubSpot activity.

Export activities that occurred before the integration was set up

How historical activities are exported to HubSpot depends on the order in which the CRM integration and email or telephony integrations were set up.

CRM integration set up first

When the CRM integration is set up before the email provider or telephony system, historical calls and emails are treated as new because they are imported to Gong for the first time.

Calls and emails that occurred within the HubSpot activity update period are exported to HubSpot.

Email provider or telephony system set up first

When the email provider or telephony system is set up before the CRM integration, historical calls and emails are treated as existing activities because they were already in Gong when the CRM integration was activated.

Historical calls and emails aren't exported to HubSpot by default. They are exported only if they occurred within the HubSpot activity update period and were updated with new information.

Export status report

You can see which activities were successfully exported, which failed, and which aren’t set to be exported by generating the CRM export status report.

The object created in Hubspot contains:

• The call name and participants*

• A link to the call in Gong

• The call spotlight including the call brief, highlights and outline

• A list of meeting attendees*

• A list of action items identified by Gong

• The association to a HubSpot entities

• Call metadata

* The object lists both call participants and attendees, which are defined as follows:

• Participants refers to people who joined the call.

• Attendees refers to people who joined the call, who also have a contact record in HubSpot.

Conference calls exported as meetings are displayed as follows in Hubspot:

Conference calls exported as notes are displayed as follows in Hubspot:

Conference calls exported as calls are displayed as follows in Hubspot: