Connect HubSpot

Connect HubSpot once and two things start flowing automatically: support tickets become HubSpot tickets, and captured leads become HubSpot contacts. Both use the same key, so there is only one thing to set up and one thing to rotate.

Before you start

You need to be a super admin in the HubSpot portal you are connecting, and your Aivastark plan needs to be Starter or above.

Step 1 — Create a service key in HubSpot

1. In HubSpot, click the gear icon (Settings) in the top bar.
2. Go to Integrations → Service keys, then click Create service key. Some portals list this under Development → Keys → Service keys.
3. Name it Aivastark.
4. Click Add new scope and tick these four:
   • crm.objects.tickets.read
   • crm.objects.tickets.write
   • crm.objects.contacts.read
   • crm.objects.contacts.write
5. Click Create, then copy the key.

You only need those four. Anything broader — schema scopes in particular — lets the key change your HubSpot object definitions, which Aivastark never does.

If your portal offers private apps instead of service keys, that works too: create a private app with the same four scopes and copy its access token. HubSpot now labels private apps as legacy, so prefer a service key when you are offered both.

Step 2 — Paste it into Aivastark

1. Open Support → Settings → Sync.
2. Choose HubSpot as the provider.
3. Paste the key into access_token and click Connect.

The key is encrypted immediately and is never shown again. To replace it, paste a new one over it.

Step 3 — Check it worked

Raise a test ticket, then look at the delivery log at the bottom of the Sync tab. It shows the last 25 attempts with the response from HubSpot.

• A green row means the ticket reached HubSpot.
• Open the ticket in HubSpot and check the Contacts panel on the right. It should show the person who raised it. If it shows 0, the contact scopes are missing.

After this, everything is automatic. Each ticket change queues a sync job and a worker delivers it within five minutes. You never press sync.

Turning on lead sync

Leads are a separate switch, using the same connection:

1. Go to Leads → Lead Form → Where leads go.
2. Turn on Send leads to HubSpot.

Each captured lead then creates or updates a HubSpot contact, with the capture details — what they asked about, how strong the intent was, which page they were on — written to the contact's timeline as a note.

Optional: make the source filterable

By default the lead's source is written to a contact property called aivastark_source. If that property does not exist in your portal, the lead still saves — it just skips that field. To have it, create the property once:

Settings → Properties → Contact properties → Create property, internal name aivastark_source, field type Single-line text.

Common questions

Will this create duplicate contacts? No. HubSpot treats email as a contact's identity and Aivastark searches before it writes, so a returning customer updates their existing contact instead of creating a second one.

What happens if HubSpot is down? Deliveries retry with backoff. If a destination keeps failing it pauses itself and shows a Resume button in the Sync tab, so a bad key cannot hammer your portal for days.

My tickets are not appearing. Check the delivery log first — it carries HubSpot's own error message. The two most common causes are a custom ticket pipeline (Aivastark assumes the stock Support Pipeline) and missing scopes on the key.

Can I disconnect it? Yes, from the same Sync tab. Tickets already in HubSpot stay there. Note that disconnecting also stops lead sync, because both use the one key.