Overview
As a HubSpot admin, you're the person who makes the &Open integration work for your marketing and CS teams. This guide walks you through what the integration does, what you'll need to configure, and how to support your colleagues in using it once it's live. The HubSpot integration is one of &Open's most straightforward — most admins complete setup in a few hours.
What the integration does
The &Open HubSpot integration allows your teams to trigger gift invitations from HubSpot workflows, based on contact properties, deal stages, workflow enrollment, or list membership. Once connected, gift invitations are triggered via webhook actions in HubSpot workflows. Note: workflow webhook actions require Operations Hub Professional.
Trigger gift invitations from HubSpot workflows based on any contact or deal property
Use enrollment triggers like deal stage changes, form submissions, or list membership
Track gift invitation status (sent, redeemed, delivered) back in HubSpot contact records
Manage gift budgets at the user level within &Open
Control gifting through user-level permissions and budgets in &Open
Setup walkthrough
Step 1: Create a Private App in HubSpot
In HubSpot, go to Settings → Integrations → Private Apps and create a new Private App. You'll need Super Admin permissions. Grant the app crm.objects.contacts read and write scopes. Copy the access token — you'll share this with your &Open contact to complete the connection.
Step 2: Share the access token with &Open
Share the Private App access token with your &Open contact securely. They will configure the connection on &Open's side to link your HubSpot portal to your &Open organization account.
Step 3: Configure contact data mapping
Map the HubSpot contact properties that &Open will use when sending gift invitations — at minimum, first name, last name, and email address. You can optionally map additional fields like company name or job title to personalize gift invitation messages.
Step 4: Set up workflow webhook actions
In HubSpot Workflows, add a webhook action that POSTs to the &Open URL provided by your &Open contact. Your &Open contact will supply the webhook URL and any required parameters. Note: webhook actions require Operations Hub Professional (~$800/month). Work with your marketing or CS team to build the workflows that trigger gift sends. Common triggers include: deal stage moved to "Closed Won", contact property "Customer anniversary date" is today, or list enrollment for event attendees.
Step 5: Test and validate
Before going live, run a test workflow with a small group of internal contacts to confirm that gift invitations are sending correctly, data is mapping as expected, and redemption status is updating back in HubSpot. Your &Open contact can help you verify the end-to-end flow.
Private App scopes and permissions
Scope | Why it's needed |
crm.objects.contacts (read/write) | To read contact properties for gift personalization and write back gift status data |
Not required | &Open uses webhook actions, not native workflow actions |
crm.objects.contacts (read/write) | Covered by the scope above |
timeline (write) | To log gift invitation events on the HubSpot contact timeline (optional but recommended) |
Ongoing admin tasks
User access — control which HubSpot users can trigger &Open gift sends via workflow actions or direct sends. Manage this in &Open's portal settings.
Budget management — work with your finance team and &Open contact to set and update per-user or per-campaign gifting budgets.
Token management — Private App tokens do not expire automatically. If you need to rotate the token, generate a new one in HubSpot Private App settings and share it with your &Open contact.
Workflow auditing — periodically review active workflows that use &Open webhook actions to ensure they're still targeting the right contacts and budgets are on track.
Getting support
For HubSpot-specific issues (workflow errors, scope problems), contact HubSpot support or check the HubSpot Community.
For &Open integration issues (gift not sending, data not mapping), contact your &Open account team directly.
For joint issues, your &Open contact can loop in their technical onboarding team to troubleshoot with you.
Questions before you start? Email hello@andopen.co and ask to speak with the &Open integrations team — they'll walk you through the setup live if helpful.