Grain's HubSpot integration connects your sales meetings with contacts, companies, and deals in HubSpot, keeping your CRM up to date without manual data entry. It is a workspace-level integration, meaning it is set up once by an admin and applies to all workspace members.
Note: HubSpot integration requires the Business plan or above.
Connect Grain to HubSpot
These steps only need to be completed once for the entire workspace.
Go to Workspace settings → Integrations → HubSpot
Click ’Connect HubSpot’
Choose your HubSpot account
Click ’Choose Account’ to give Grain access
Review the permissions and click ’Connect App’
Once connected, Grain automatically syncs meetings to HubSpot when a meeting participant matches an existing HubSpot contact. No manual sharing step is required.
Admins can configure an exclusion list to prevent specific workspace members' meetings from ever syncing to HubSpot. This is useful for executives, recruiters, or anyone whose calls should not land in the CRM. Admins can configure this under Workspace settings → Integrations → HubSpot.
Customize HubSpot Automation
Once connected, configure what Grain sends to HubSpot and when.
Send meeting notes to HubSpot: you can choose to add your meeting notes as either a note object or a meeting object in your HubSpot record.
Create contacts (off by default): you can enable Grain to create a new contact in HubSpot when you meet with an external participant (someone from outside your company) who isn't already in HubSpot.
Create HubSpot tasks from action items: you can enable Grain to add action items from external meetings as HubSpot tasks in the associated deal.
Exclusion list: you can add specific users this list to prevent their meetings from syncing with HubSpot. Only workspace admins can manage the list (see more below).
Automatically update HubSpot properties: you can enable Grain to automatically update selected HubSpot fields based on your meeting data. Click 'Add property' to choose which properties to sync (see more below).
Important Note: Only meetings automatically shared to the workspace are eligible for use by this automation. If your meetings aren't shared with the workspace, the meeting notes won't be synced with HubSpot.
Exclusion List
The exclusion list lets workspace admins prevent specific users' meetings from syncing to HubSpot. This is useful when a user's calls aren't sales-related and shouldn't appear in CRM history.
To manage the exclusion list, open it by selecting the + button on the right hand side. Add users to be excluded by searching their name or email. Their meetings will be excluded from all HubSpot syncing — notes, contacts, tasks, and property updates — until they're removed from the list.
Only Grain admins can view or modify the exclusion list.
Map Meeting Data to HubSpot Properties
Grain automatically maps meeting data to specific fields in HubSpot, including your own custom properties. You can map data to any Deal, Contact, or Company property.
You can choose which HubSpot fields to sync with Grain — for example, deal close date, lead status, or amount — ensuring key insights from meetings automatically update your CRM.
To add property mapping:
Next to 'Automatically update HubSpot properties', click 'Add property'
Select the HubSpot field you want Grain to write to
Write a prompt telling Grain what meeting data to look for and how to format the output (number or text, short or long, template-based, etc.) and Grain will only write to HubSpot when it finds relevant information in the meeting
Select 'Save'
If 'Require review' is enabled, you must view and confirm synced updates directly from the Grain recording page before they're written to HubSpot, otherwise the property will automatically update following a meeting. Grain appends new data to existing HubSpot notes rather than overwriting them, preserving your full deal history.
Desktop capture and HubSpot sync
Desktop capture recordings sync to HubSpot the same way bot recordings do, as long as Grain can match the recording to a calendar event. Grain does this by comparing the recording start time to your calendar event start time. When they match, participant emails are pulled from the calendar invite and used to find the right HubSpot contact and company.
If a desktop capture does not match a calendar event (for example, an unscheduled call) the sync will not happen automatically. To fix this:
1. Open the recording page.
2. Add the meeting participants manually using their email addresses.
3. Click 'Send to HubSpot' to push the recording to the matching HubSpot contact and company.
This tells the integration which company the recording belongs to, enabling Grain to sync the matching contact and company to HubSpot.
Disconnecting Grain from HubSpot
To disconnect Grain from HubSpot, navigate to the HubSpot integrations settings menu here.
Click the dropdown arrow under Status next to 'Connected.'
Select the 'Disconnect' button.
From here you will see a pop up menu confirming you would like to remove this integration, press the red 'Disconnect' button again to confirm.
Then the integration will be removed.
Alternative Option: You can uninstall the Grain app from your HubSpot account. See the HubSpot Knowledge Base article for instructions.
How Does Disconnecting Grain from HubSpot Impact my HubSpot Account Data?
Once disconnected, Grain will no longer send meeting notes and other pieces of information over to HubSpot.
All pre-existing information that Grain has sent will still be available to view in HubSpot.
Grain will stop the syncing of your meeting data to the relevant HubSpot records.