Sales CRM Workflows and APIs for Hubspot
Integration Overview
CareVision can be integrated with any popular Customer Relationship Management (CRM) software that supports web services (REST APIs) and/or webhooks. By integrating them with CareVision, records in both systems can be synced in real-time so whenever there's a change on CareVision, it will automatically reflect to the CRM software; and vice versa.
A deal can be associated with an account, a company and several contacts. Similarly in CareVision, a deal is represented by a quote/contract and can be associated to a client and an organization. An account equates to a CareVision's client or care recipient which can have multiple contacts. Every contact that has been associated into a deal can be automatically synced. Fields are mapped on each module between the two systems to make sure that the correct information are saved.
Leads Created in Either System Data Flows
Initially, a Lead or an open Deal can be tracked in the CRM software. But once the deal is at quoting stage, that's when CareVision comes in. All the necessary information relating to the deal and the contacts can flow through to the CareVision system. If the contact is not yet a member of CareVision, it will automatically create a client record so that coordinators can start detailed quoting and qualification using the CareVision Management Portal. In case that the user already exists, it will just update the contact's status. Similarly, every time a new contact is associated to the deal in the CRM software, it is automatically created in CareVision system.
On the other hand, when a client is created in CareVision, it will automatically create a record on the CRM software if it does not exist yet. If the status of the client is updated in CareVision, it will reflect on its CRM counterpart. This also works the same way in Quotes and Contracts module of CareVision. Once a quote is saved (except for "Draft" status), data will flow through the CRM software which will create both the deal record and the associated contact in the quote.
Here are the data that flows from CareVision to Hubspot:
- First name - the first name of the client
- Last name - the last name of the client
- Email - the email address of the client
- Phone - the primary contact number of the client
- Mobile Phone - the mobile phone number
- State - this will be mapped based on CareVision's organization id if the organization has multiple branches
- Contact Branch - similar to state, this will be mapped based on the organization id
- Lead Source - The source of the lead opportunity
- Lead Status - this will always default to "New" in Hubspot side
Quotes or Deals Created in Either System Data Flows
When a quote is created or updated in CareVision, it will create a deal in Hubspot if it does not exist yet. Otherwise, it will update the record based on the status of the quote. The data that will flow through are as follows:
- CareVision Quote ID - the id of the quote/contract in CareVision system
- Deal Name - This will include the concatenated values of the departments and the client's first and last name
- Deal Stage - The stage of the deal based on status of the quote. Below is the mapping between two systems:
- Draft => presentationscheduled
- Open => decisionmakerboughtin
- Accepted => closedwon
- Accepted - Verbally => closedwon
- Expired => contractsent
- Cancelled => closedlost
- Rejected => closedlost
- Close Date - the date when the deal was won or lost
- Amount - the total amount of the quote
- CareVision Deal Owner - the person who created the quote in CareVision system
- Quote Status - the status of the quote. They are mapped as follows
- Draft => Draft
- Open => Open
- Accepted => Accepted
- Accepted - Verbally => Accepted
- Expired => Expired
- Cancelled => Cancelled
- Rejected => Cancelled
No data will flow through between systems if the quote is still in "Draft" status
Due to the complexity of calculations and the limitation of creating a usable deal for the client in Hubspot side, data flow will be from CareVision to Hubspot system only. No deal record will be saved to CareVision when the deal is created in Hubspot side. However, the associated contacts in the deal will all be saved into CareVision.
How to Integrate HubSpot CRM Account with CareVision
Prepare Hubspot for the Integration
To integrate Hubspot to CareVision, fields in both systems should be in-sync. However, there are some required fields that are not available in Hubspot so you need to add these custom fields using your Hubspot account before doing the actual integration:
Module / Object Type | Internal Name | Label | Description |
Contact properties | carevision_id | CareVision ID | The ID of the contact in the CareVision system |
Contact properties | contact_branch | Branch | An optional field that you can use if your organization have multiple branches |
Contact properties | lead_source | Lead Source | The source of the lead. This should be synced to the ones listed in your account in CareVision |
Deal properties | carevision_quote_id | CareVision Quote ID | The ID of the equivalent quote/contract in CareVision system |
Deal properties | carevision_deal_owner | CareVision Deal Owner | The person who created the deal in CareVision system |
Deal properties | quote_status | Quote Status | The status of the quote in CareVision system. This can either be Open, Accepted, Expired or Cancelled |
When adding custom properties, make sure that the Internal Name is exactly the same as those specified in the table above because this will be used in the integration and may cause issues if not properly set.
You can follow this knowledgebase on creating custom properties in Hubspot: https://knowledge.hubspot.com/crm-setup/manage-your-properties
Prepare CareVision for the Integration
If the organization has multiple branches, CareVision needs to map each branch to their associated state so that records will be properly saved into the correct associated branch. Otherwise, all records will be saved on the Head office. Aside from this, there's no additional setup needed in CareVision side but it's good to inform our support team if you're planning to use this integration so that we can assist you if you encounter any issues. But if you're confident enough, you can just follow the instructions below to activate the integration.
Activate the Integration
Under the Settings > Integrations section of the Management Portal, you will see a list of supported third party softwares by CareVision. To integrate, just click the " Link My Account " button of your preferred software and key in your account details when asked. If your organization has multiple branches, you need to do this for each branch that you want to sync with your CRM software. If your preferred software is not in the list or if you require additional customization, please contact support and we will reach you for implementation arrangements.
Only new records will be synced once integration is activated. All existing data will not be automatically synced. If you want to also sync your old data, please contact our support team.
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