Skip to main content

HubSpot Integration

The HubSpot integration keeps your CRM in sync with Knock Knock App. Leads, notes, AI calls, and website visits flow into HubSpot automatically; HubSpot's view of each person — lifecycle stage, deals, recent notes — flows back so your AI agents and Nox know who they're talking to. HubSpot can also recognize returning visitors and host the meeting link your AI agents book on.

Connecting HubSpot​

To connect your HubSpot account:

  1. Go to Integrations in the sidebar — HubSpot is in the CRM section.
  2. Find HubSpot and click Connect.
  3. You will be redirected to HubSpot to authorize the connection.
  4. Sign in to your HubSpot account and approve the requested permissions.
  5. You will be redirected back to Knock Knock App with the connection confirmed.
note

You need admin-level access in your HubSpot account to authorize the connection. If you do not have the right access, ask your HubSpot admin for help.

The connection asks for access to contacts, companies, and deals — all required. It also asks for three optional permissions that some HubSpot plans can't grant: workflows, email replies, and meeting links. Anything not granted is listed on the card ("Not yet allowed: …") with a Reconnect to allow link — use it after an admin approves the permission or you upgrade your HubSpot plan. The features that depend on a missing permission simply stay off.

If HubSpot stops accepting the connection (for example, the app was removed from the HubSpot side), the card shows Reconnection needed — "HubSpot rejected our access. Reconnect to resume syncing." — and a Reconnect button. Syncing pauses until you reconnect.

tip

Reconnecting to a different HubSpot account clears the old account's contact links, so nothing gets written into records that don't exist in the new one.

HubSpot Settings​

Once connected, click Configure on the HubSpot card to open HubSpot settings — recognition tokens, visit history, and meeting booking:

  • App-created contacts — contacts this app creates get a recognition token at creation.
  • Auto-sync other contacts — a daily sweep adds tokens to contacts created outside the app.
  • Log website visits — each finished visit (pages and source) is added as a note on the contact. Off by default.
  • AI agents book meetings on — the HubSpot meeting link your AI agents book on, or Don't book in HubSpot (see Booking on a HubSpot Meeting Link).
  • Add tokens to all contacts — adds the missing token to every existing contact, with progress shown underneath ("N of M contacts done", then "Last run added N tokens.").

Click Save to apply your changes.

Recognition Tokens​

A kk_token property on the contact makes your email links land on the site already recognized. Add ?kk={{contact.kk_token}} to the links in your HubSpot emails — when the contact clicks, Knock Knock App knows who they are before they type anything. The kk_token property (and the other Knock Knock properties, such as kk_tags) is created in your HubSpot account when you connect.

Recognizing Returning Visitors​

If the HubSpot tracking code runs on your website, HubSpot already knows many of your visitors from earlier form fills and email clicks. When such a visitor lands on your site, Knock Knock App asks HubSpot who they are and, if HubSpot has them as a contact, links the visit to that contact straight away — no form needed. A visitor's own details (for example, what they type into a form) still take precedence.

This only happens with the visitor's tracking consent, and not where person-level identification is switched off for privacy. It's re-checked as the visitor moves between pages and right after they submit a HubSpot form, so someone who becomes known mid-visit is recognized then.

Contact Sync​

Once connected, contacts are synced between Knock Knock App and HubSpot:

  • New leads captured in Knock Knock App are automatically created as contacts in HubSpot.
  • Existing contacts are matched by email address — and by phone or name when there's no email — to avoid duplicates.
  • Contact details such as name, email, phone, and company are kept in sync. A missing name or phone on a matched contact is filled in; existing values aren't overwritten.
tip

Make sure your leads have an email address so they can be properly matched with HubSpot contacts. Leads without an email may create duplicate records.

If a contact is merged or deleted in HubSpot, Knock Knock App follows along — merged contacts point to the surviving record, and deleted ones are unlinked.

Calls, Notes, and Visits​

Your team gets the full history of every interaction in HubSpot without manual logging:

  • AI calls — phone calls handled by your AI agents and AI voice calls from the website widget are logged as calls on the contact, with the summary, transcript, a link to the recording, and outcome tags.
  • Chat transcripts and summaries are added as notes on the contact.
  • Website visits are added as notes when Log website visits is on.

Notes and calls are associated with the right contact record, so the context is always where your team looks.

Lead Source Note​

When Knock Knock App captures a new lead with an email address, the HubSpot contact gets a Lead source note a minute or so later: whether it came from a chat, a call, or a website form, the page and product it came from, where the chat or call started, the landing page, the traffic source, UTMs, and the Google Ads click ID. It's written for every account with HubSpot connected — there's no setting — and at most once per visit. The Google Ads click ID is also set on HubSpot's standard Google ad click ID property (hs_google_click_id), always holding the latest ad click.

Tags​

HubSpot has no contact tags, so the tags Knock Knock App writes — post-call outcome tags, Agent K trigger tags, funnel stage tags, and nextlevel returned-to-site — go into the kk_tags contact property. Build HubSpot lists and workflows on "kk_tags contains …".

Your AI agents (chat and voice) can book meetings on one of your HubSpot meeting links:

  1. Open Configure on the HubSpot card.
  2. Under AI agents book meetings on, pick the meeting link.
  3. Click Save.

HubSpot then provides the availability, creates the meeting and the contact, and sends the calendar invite itself. If your meeting links don't appear, the meeting-link permission hasn't been granted — the settings say "Reconnect HubSpot to list your meeting links (HubSpot offers them on Professional plans)."

When several calendars are connected, a LeadConnector calendar you've picked comes first, then the HubSpot meeting link, then Calendly and Google Calendar. See Meeting Booking.

Things to know:

  • If the meeting link isn't tied to a connected calendar (HubSpot calls this an offline meeting), the visitor is told "The team has been notified and will confirm by email" rather than being promised a calendar invite.
  • HubSpot doesn't let other apps move or cancel meetings, so HubSpot bookings can't be rescheduled or cancelled from the widget or the Meetings page — change them in HubSpot.
  • Meetings booked directly in HubSpot count as bookings for the funnel.

Deals and Replies​

  • Deals — new deals and deal-stage changes on a contact keep their funnel stage and Nox's view of the deal up to date, and Nox can find the deals on any contact.
  • Email replies — with the email replies permission granted, a contact replying to a sales or marketing email is picked up, so follow-ups and Agent K stop chasing someone who already wrote back. An unsubscribe reply stops further outreach to that lead.

Workflow Actions and Contact Card​

The Knock Knock app adds two actions to your HubSpot workflows:

  • Knock Knock: AI phone call — one of your outbound call agents calls the contact.
  • Knock Knock: AI text message — one of your SMS agents texts the contact, either your own message or one the AI writes.

Pick the agent in the action; the contact needs a phone number. Each run reports its result back to the workflow.

A Knock Knock card on the HubSpot contact record shows when the contact was last seen on your site, their lead score, page views, funnel stage, source, and top pages.

Agent K and Nox on HubSpot​

Agent K works with HubSpot when LeadConnector isn't connected: each lead is pushed into HubSpot with its context note, the kk_token and why-now, and trigger tags in kk_tags. In Agent K's settings you choose how your team picks each lead up — a HubSpot workflow triggered on the kk_tags property (Professional tiers) or a task for your team on each lead with the why-now and their link. Agent K's own composing and sending isn't available on HubSpot.

Nox reads your HubSpot contacts, deals, and pipelines, and creates follow-ups as HubSpot tasks.

Disconnecting HubSpot​

To disconnect:

  1. Go to Integrations in the sidebar.
  2. Find HubSpot and click Disconnect.
  3. Confirm with Yes, disconnect.
warning

Disconnecting stops all future syncing, revokes Knock Knock App's access at HubSpot, and removes the Knock Knock app from your HubSpot account (unless another Knock Knock account still uses the same HubSpot account). Data that has already been synced to HubSpot will remain in your HubSpot account.

Next Steps​