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HubSpot Integration

How to Connect HubSpot to NIVA — Complete Integration Guide

5–10 minutes Easy 7 steps

NIVA connects to HubSpot via the REST API v3 using a Private App Access Token, giving your AI bot live read and write access to your CRM data. Once connected you can enable individual components — Contacts, Companies, Deals, Tickets, Marketing Emails — and control exactly which operations the bot can perform. Your team can ask questions in plain English and get real-time answers straight from HubSpot, without ever opening the CRM interface.

What your bot can do after connecting
Contacts
CRM contacts and leads
  • "Find all contacts from Acme Corp"
  • "Search for John Smith's contact details"
  • "Show me all leads created last week"
  • "What is the lifecycle stage of john@acme.com?"
  • "Create a contact for Sarah Lee, email sarah@beta.com"
Companies
Company accounts
  • "Find companies in the technology industry"
  • "Show me details for Acme Corp"
  • "What companies have domain acme.com?"
  • "Create a company called Beta Inc"
Deals
Sales pipeline
  • "Show all deals in the qualifiedtobuy stage"
  • "What deals are worth more than $50,000?"
  • "List deals closing this month"
  • "What are the pipeline stages available?"
  • "Create a deal called Acme Enterprise for $75,000"
Tickets
Support tickets
  • "Show all high priority tickets created this week"
  • "Find tickets about login issues"
  • "What is the status of ticket #22222?"
  • "Create a ticket: Login problem, high priority"
Marketing Emails
Email campaigns (read-only)
  • "List our published email campaigns"
  • "What are the open rates for our last newsletter?"
  • "Show stats for email campaign #33333"
Before you begin
HubSpot account (any tier — CRM is free)
HubSpot admin access or ability to create Private Apps
NIVA botmaster account with active bot
Step-by-step setup

Open Private Apps in HubSpot

  • Log into your HubSpot account
  • Click the Settings gear icon in the top navigation bar
  • In the left sidebar go to Integrations → Private Apps
Private Apps are the recommended authentication method for server-to-server integrations in HubSpot — no OAuth redirect required.

Create a New Private App

  • Click Create a private app
  • Give it a name — e.g. NIVA Bot
  • Optionally add a description, then click Next

Add the Required Scopes

  • Switch to the Scopes tab
  • Under CRM enable read and write for: contacts, companies, deals, tickets
  • Under Marketing enable read for: marketing-email (requires Marketing Hub)
  • Only add write scopes for objects the bot should be able to create or update
You can edit scopes later by returning to the Private App and clicking "Edit scopes", but you must re-copy the token after saving.

Create the App and Copy the Access Token

  • Click Create app and confirm in the dialog
  • HubSpot will display the Access Token — it starts with pat-na1- (or a similar region prefix)
  • Copy the token immediately — it is only shown in full once
  • Store it securely (you will paste it into NIVA)
If you lose the token you can regenerate it from the Private App detail page — but all existing copies will be invalidated.

Connect HubSpot in NIVA Botmaster

  • Open your NIVA botmaster → ERP Integrations in the sidebar
  • Find the HubSpot card and click Connect HubSpot
  • Paste the Access Token into the Private App Access Token field
  • Click Save & Connect
  • You will be redirected to the Components page automatically
The integration name is just a friendly label shown in the dashboard. You can name it anything.

Test the Connection

  • Back on the ERP Integrations page, click Test on the HubSpot card
  • A green success message showing your contact count confirms the connection works
  • If the test fails, check the token was copied in full with no extra spaces and the Private App is not deactivated

Enable Components and Configure Write Permissions

  • Click Components on the HubSpot card (or you arrive here automatically after connecting)
  • You will see all available components: Contacts, Companies, Deals, Tickets, Marketing Emails
  • Toggle on the components your bot should have access to
  • Each component shows its available operations with a Read/Write label
  • For write operations (create contact, create deal, etc.) you must explicitly toggle the "Allow Write" switch per operation
  • Click any component row to expand and see all operations
Start with read-only operations first. Enable write access only for operations you are confident the bot should perform automatically.
Troubleshooting
"401 Unauthorized" error
The access token is invalid or has expired. Go to HubSpot → Settings → Private Apps, open your app, and regenerate the token. Paste the new token into NIVA.
"403 Forbidden" error
The Private App is missing a required scope. Return to HubSpot → Settings → Private Apps → your app → Scopes, add the missing scope, save, and re-copy the token into NIVA.
Contact search returns empty results
HubSpot full-text search requires exact word tokens. Try a broader or more specific query. Searching by email address is the most reliable way to find a specific contact.
Marketing endpoint returns an error
Marketing Email access requires Marketing Hub (Starter or higher). This endpoint is not available on the free CRM plan.
Deal stage not found
Stage IDs must match HubSpot's internal identifiers. Ask the bot to "get pipeline stages" first to see the valid stage IDs for your pipelines.
Write operations fail
Ensure the relevant write scopes were added to your Private App and that the "Allow Write" toggle is enabled for the specific operation in NIVA's Components page.
Ready to connect HubSpot?
NIVA Botmaster → ERP Integrations → Connect HubSpot
Open ERP Integrations