LinkedIn outreach + HubSpot

HubSpot is the CRM integration where Vaam syncs the most: contacts, companies, and every meaningful step of a sequence — LinkedIn and email alike — land in HubSpot as timeline events. HubSpot data can in turn stop a rep from double-working a contact.

Connecting

The connection is team-scoped: one HubSpot account connects to one Vaam team, and every member shares that connection. A team admin connects it once from Settings → Integrations → HubSpot → Connect. They approve the permissions Vaam asks for: read/write contacts, read companies, write timeline events, and read owners. Skipping a permission disables the matching part of the integration. No write access means no new contacts or timeline events. No owner access means the prospect-blocking rules below can't run.

What gets written to HubSpot

• Contacts — matched in order by email, then LinkedIn profile URL, then full name. A match gets its blanks filled in without overwriting anything already set; no match creates a new contact, provided the connection has write permission.
• Companies — when an anonymous video viewer is identified by their network domain, Vaam can create or update the matching company record, so an unidentified viewer's engagement still shows up at the account level.
• Account properties — for contacts and companies a Vaam user owns: account creation date, account language, onboarding status, subscription type, trial status, subscription end date, and UTM source when available.
• Timeline events — every sequence and LinkedIn signal Vaam tracks: sequence started, completed, or canceled; email sent and received; LinkedIn message sent and received; connection requested, accepted, and not accepted; profile visited; embedded-video engagement; tracked-link clicks; and quick form submissions. A short cooldown avoids duplicate writes for rapid changes.

Every signal has its own HubSpot event template Vaam ships with the integration, so you can build a HubSpot workflow on top of any one of them. For example, you could alert a rep the moment a connection request is accepted, or pause outreach the moment a reply comes in on either channel. See HubSpot signals for the full catalog and recipes.

What gets read from HubSpot

Vaam reads owners (to power the owner-mapping below), lifecycle stage and contact owner on prospects (to power the lifecycle rule), and contact records when you explicitly import from a HubSpot list or view. It does not run a standing, one-way sync of your entire HubSpot contact database into Vaam.

Blocking outreach to protected contacts

Two rules run every time a rep enrolls a contact, before any message sends:

• Block contacts owned by other reps — refuses enrollment if the contact's mapped HubSpot owner is a different Vaam user. This only works once every rep is mapped to their HubSpot owner.
• Block by lifecycle stage — refuses enrollment for contacts in stages you mark off-limits, such as customer or opportunity.

Both rules can run together; a prospect has to clear every active rule before the sequence starts. A blocked rep sees the reason on screen and can pick a different prospect or fix the owner or stage in HubSpot first.

Keeping it running

There's nothing to schedule — writes happen as the underlying event occurs, and Vaam retries automatically if a write fails. If HubSpot returns repeated authentication failures — an expired token, a revoked app, a deleted account — Vaam disconnects automatically. Reconnecting from Settings → Integrations → HubSpot restores it without losing any HubSpot data.