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Flex Integration for HubSpot — User Guide

Flex Integration for HubSpot — User Guide

The Flex integration adds three cards to the right-hand sidebar of your HubSpot records: Flex Contact, Flex Company, and Flex Deal. Each card shows whether the HubSpot record is connected to its counterpart in Flex Rental Solutions, lets you create or connect that counterpart without leaving HubSpot, and opens the linked record in Flex in one click.

Without the integration, keeping a contact, company, or job aligned across both systems means re-typing the same details twice and checking two tabs to find out which one is current. Once a record is linked, Loomium keeps the two sides in sync for you.

Contents

Terms you will see

  • Flex Contact — a person record in Flex. The Flex Contact card links a HubSpot contact to one of these.
  • Flex Company — an organisation record in Flex. In Flex these live alongside contacts (Flex creates them under Contacts > New Company). The Flex Company card links a HubSpot company to one of these.
  • Project Element — the Flex object that represents a job (often called Event Folder). The Flex Deal card links a HubSpot deal to one of these.
  • Linked / Unlinked — a HubSpot record is Linked once it holds the ID of its Flex counterpart, and Unlinked until then. Each card tells you which state it is in as soon as it loads.
  • Resource Type — Flex's category for a contact or company, such as Client or Vendor. Shown on the card once linked.

Installing the integration

You only do this once, for your whole company.

  1. Log in to Loomium at app.loomium.io.
  2. In the left navigation, click Marketplace.
  3. Open the Integrations category, then open HubSpot. You can also go straight to app.loomium.io/marketplace/details/integrations/hubspot.
  4. Click Subscribe now (or Start free trial, if a trial is offered for your account) and complete checkout.
  5. When checkout finishes you are returned to the HubSpot integration page. The subscribe button is replaced by Subscription active, and a HubSpot Integration section appears below it.
  6. In that section, approve the HubSpot authorisation prompt. In most cases Loomium sends you to HubSpot's consent screen automatically as soon as you land back on the page; if it does not, click Authorize with HubSpot.
  7. Approve the requested permissions in HubSpot. You are returned to the Loomium integration page, which now shows HubSpot is connected along with your Hub ID.

Note: Steps 4–6 require a Loomium super administrator. Other users see Request purchase from your administrator instead, which sends the request on your behalf. Approving the HubSpot consent screen also requires a HubSpot user with permission to grant the requested CRM scopes.

Note: Your Flex instance must already be connected in Loomium before HubSpot authorisation will succeed.

Re-authorising

Return to the same page any time to check the connection. The button reads Re-authorize HubSpot once a connection exists, and the status message tells you whether anything needs attention:

  • HubSpot is connected — nothing to do.
  • Re-authorization recommended — the connection works but is missing one or more permissions the integration needs. The missing permissions are listed; re-authorise to add them.
  • Re-authorization required — the stored connection could no longer be validated. Re-authorise to restore it.
  • Unable to check HubSpot connection status — refresh the page.

Re-authorising while already connected asks you to confirm, because it replaces the existing connection.

Finding the cards in HubSpot

Once the integration is authorised, the cards appear automatically on your HubSpot contact, company, and deal records — there is no separate app to install in HubSpot.

New cards are added to the bottom of the right sidebar, so on a record with many cards you may have to scroll to find them. To move a card:

  1. Hover over the empty space to the left of the card's title. The cursor becomes a hand.
  2. Drag the card to the position you want.

Cards you move stay where you put them.

How linking works

All three cards behave the same way, so learning one teaches you all three.

Unlinked. The card tells you the record has no Flex counterpart and offers a + Link menu with two choices:

  • Create new … — creates a brand new record in Flex from the HubSpot record's details, then links the two.
  • Link existing … — opens a panel where you search Flex and pick the record to connect.

Creating. Choosing Create new shows a short confirmation describing exactly what will be created. Click the create button to go ahead, or Cancel to back out — nothing is sent to Flex until you confirm. Creating takes a few seconds while Loomium writes to Flex and syncs the result back.

Linking to an existing record. Type a search term and click Search. Results appear in a table; click Link on the row you want. Two kinds of Flex record are left out of the results automatically: those already linked to another HubSpot record, and those deleted in Flex. You cannot connect the same Flex record twice, and you cannot link to something that no longer exists.

Linked. The card shows the Flex record's details. The heading is a link — click it to open the record in Flex in a new tab. (The heading only becomes clickable once Flex has returned a deep link, which happens on the first sync.)

Refreshing. The cards keep an eye on the record and update themselves when something changes, so you rarely need to reload the page. Where a card offers a Check again button, it is a backup for the occasions when the automatic refresh has not caught up yet.

Unlinking. Click Unlink. There is no confirmation prompt, because unlinking is safe and reversible:

  • It clears the connection on the HubSpot side only. Nothing in Flex is changed or deleted.
  • It does not cascade. Unlinking a contact leaves its company linked; unlinking a company leaves its contacts linked; unlinking a deal leaves its contacts and companies linked.
  • The Flex record becomes available in search again straight away, so you can re-link it whenever you like.

One HubSpot record links to at most one Flex record, and one Flex record to at most one HubSpot record.

The Flex Contact card

Appears on HubSpot contact records.

When unlinked

The card reads "This contact is not linked to a Flex contact."

  • + Link > Create new contact — confirms with "Create a new Flex contact for "[name]" and link it to this contact. Flex assigns the barcode." Click Create contact.
  • + Link > Link existing contact — opens the Link Flex Contact panel. Search by name, then click Link on the row you want. Results show Name, Company, Resource, and Job Title; each column sorts, and results are paged 20 at a time.
When linked

The card shows the contact's name as the heading (click it to open in Flex), followed by Name, Company, Resource Type, and Job Title, plus an Unlink button.

The Flex Company card

Appears on HubSpot company records. It works exactly like the contact card.

When unlinked

The card reads "This company is not linked to a Flex company."

  • + Link > Create new company — confirms with "Create a new Flex company and link it to this company." Click Create company.
  • + Link > Link existing company — opens the Link Flex Company panel. Search by name and click Link. Results show Company and Resource.
When linked

The card shows the company name as the heading (click it to open in Flex) and its Resource Type, plus an Unlink button.

The Flex Deal card

Appears on HubSpot deal records, and links the deal to a Flex Project Element.

Associate a contact first

A deal cannot be linked until it has an associated contact. Until then the card shows a warning:

No contact associated. Associate a contact with this deal before linking it to a Project Element.

To fix this, scroll to the Contacts section of the deal record, click Add, and pick or create a contact. The card notices the new association on its own and switches to the unlinked view; Check again is there as a backup if it does not.

When unlinked

The card reads "This deal is not linked to a Project Element."

  • + Link > Create new Project Element — confirms with "Create a new Flex Project Element named "[deal name]" and sync it to this deal." Click Create Project Element. The new element takes its name from the deal name, so name the deal before you create.
  • + Link > Link existing Project Element — opens the Link Project Element panel. Search by name or number, then click Link. Results show Name and Number.
When linked

The card heading shows the deal name with the Flex element number, for example Magic Pips (Q26-1234), and links out to Flex. Below it:

  • Event Dates — Start Date, End Date, and Setup Date, pulled from Flex.
  • Line Items by Element — the deal's line items grouped by the Flex Quote they belong to, each group expandable to show individual items and amounts, with a Total at the bottom. If Flex has not sent financial data yet, this reads "No line items found."
  • Unlink.

What syncs, and when

Linking is only the beginning — once two records are connected, Loomium keeps them aligned. What is kept aligned differs by record type.

Contacts and companies

These sync in both directions, on a schedule.

  • For a contact: name, primary email, primary phone, and address.
  • For a company: name, phone, and address, plus website. Website travels one way, HubSpot to Flex. Companies have no email in this sync.

Only Flex's Default Mailing address takes part. Other addresses on the Flex record — default shipping, or any additional address — are never read or overwritten.

When both sides have changed since the last sync, the Contact Precedence setting decides which one wins. It applies to contacts and companies alike, and the default is HubSpot overwrites Flex. The winning side overwrites the whole record rather than merging field by field, so if two people edit different fields on opposite systems between syncs, the losing side's edit is replaced.

Deals

The deal card writes to Flex when you use it: creating or linking a Project Element sends the deal name, event dates, and the deal's contacts and companies across, and brings the Flex element's dates and financial data back. After that, linked deals are kept aligned by the same scheduled sync that covers contacts and companies.

For deals, whichever side was edited most recently wins. There is no precedence setting to change this.

Financial data is one way, Flex to HubSpot. The deal's line items are generated from Flex and grouped by the Quote they belong to. Edits you make to HubSpot line items are never pushed back — to change a deal's financials, change them in Flex.

Timing

Changes made in Flex to a linked contact, company, or deal are picked up by a scheduled sync. It runs every 6, 12, or 24 hours depending on your administrator's setting, and defaults to 24 hours.

There is no way to force a sync from the card. If you need a Flex-side change reflected sooner than the next scheduled run, ask your administrator to shorten the scheduler frequency.

A deal whose contact association has been removed is skipped by the scheduled sync rather than synced, since a deal cannot be linked without one.

Changing any of this

Contact precedence, matching strategy, and scheduler frequency are administrator settings. The settings link at the lower right of any Flex card opens the page where they live. See the HubSpot Integration Settings guide for what each one does.

Messages you may see

"Something went wrong talking to Flex. No changes were made." Loomium could not reach Flex, or Flex returned an error. Nothing was written on either side. Click Try again. A failed create or link leaves the record unlinked; a failed unlink leaves it linked.

"Cannot create a contact that already exists. Use 'Link existing contact' instead." (and the company equivalent) A matching record is already in Flex, so Loomium stopped rather than create a duplicate. Click Back, then use Link existing to connect to the record that is already there. Retrying the create will not help.

"No Flex contacts found. Try a different name." (also No Flex companies found / No Project Elements found. Try a different name or number.) Your search returned nothing. Check the spelling, try a shorter or partial term, or search on a different field. Remember that records already linked to another HubSpot record are excluded from results.

"Couldn't search Flex contacts. Please try again." (and the company and Project Element equivalents) The search itself failed to reach Flex. Search again.

"Couldn't link this contact. Please try again." (and the company equivalent) The link did not complete. Nothing was written; click Try again, or Cancel to go back to the results.

"Couldn't unlink, try again." The unlink did not complete and the record is still linked. Click Try again.

"No contact associated. Associate a contact with this deal before linking it to a Project Element." Deal card only. Add a contact to the deal, then link. See The Flex Deal card.

Need help?

For additional support, visit support.squarewave.com.au or contact your Loomium administrator.