Send website enquiries to HubSpot
Every enquiry from your site can arrive in HubSpot as a contact, within seconds. HubSpot matches on the email address, so an enquiry from somebody you already know updates that contact rather than creating a duplicate.
Read Send your website enquiries to your CRM first for the general picture. This page is the HubSpot half.
Before you start
You need a HubSpot account with at least one form, and a Growth Business or Agency plan on Webkio. Any HubSpot tier with forms will do, including the free one.
Step 1: have a form for this
Enquiries are filed against a HubSpot form, which is what makes them show up in your contact timeline with a source you can report on. Create one in Marketing → Forms if you do not already have a suitable one, with fields for at least email, first name, last name, phone and a message.
Turn CAPTCHA off on this form. HubSpot refuses submissions to a CAPTCHA-protected form from anywhere but its own embedded widget, and enquiries sent here would be rejected every time. Your site already has its own spam protection, and messages scored as spam are never sent on at all.
Step 2: copy the two ids
- Portal id, also called the Hub ID. It is in your HubSpot account settings, and usually visible in the top right of the HubSpot interface. It is a number.
- Form id, a long value in the shape
0e8f1a2b-3c4d-5e6f-7a8b-9c0d1e2f3a4b. Open the form, then Share, or take the last part of the address while the form editor is open.
Copy the ids themselves rather than the whole page address. Webkio checks the shape of both before saving and refuses a pasted URL, which stops a destination that posts every enquiry into nowhere.
Step 3: add the destination in Webkio
- Open Project settings → CRM.
- Choose HubSpot.
- Paste the portal id and the form id.
- Tick which enquiries to send.
- If your portal renamed its properties, or you want a custom one filled in, set it in Where each field goes.
- Add destination.
Step 4: check it
Press Send test on the destination, then look at Contacts in HubSpot or at the submissions on the form itself, and delete the test contact.
Unlike some CRMs, HubSpot tells us when a submission was wrong, so a mistake here shows up on the destination card with HubSpot's own message rather than failing silently.
What arrives in HubSpot
| HubSpot property | What we put in it |
|---|---|
email |
As typed. This is what HubSpot matches on |
firstname |
Everything before the last word of their name |
lastname |
The last word of their name |
phone |
As typed |
company |
Only if your form collected one |
message |
What they wrote |
The page they were on is sent as the submission's page address, so it appears on the contact's timeline rather than inside the message.
A property is only sent when we actually have a value. We never send an empty one, so a blank in HubSpot means the visitor left it blank rather than that we overwrote something.
These are HubSpot's default property names. If your portal renamed them, or you want a custom property filled in, write your own internal names into Where each field goes on the destination. A name HubSpot does not recognise is rejected, and the card says which one.
Limits worth knowing
- One form. Every enquiry from this destination is filed against the form you named. Add a second destination if you want different enquiries on different forms.
- Default properties only. Custom properties are not filled in.
- Creates or updates a contact. It does not create a deal, a ticket or a company record.
- One way. Nothing HubSpot does comes back to Webkio.
- Rate limits. Free and Starter portals allow roughly 100 submissions every ten seconds, which no single small business site will reach.
When it is not working
| What you see | What it usually is |
|---|---|
Check these: HubSpot portal id or HubSpot form id when saving |
A pasted address instead of the id, or a form id that is not in the usual shape |
| Card says the form was not found | The form id belongs to a different portal, or the form has been deleted |
| Card mentions CAPTCHA | CAPTCHA is on for that form. Turn it off, then press Resume |
| A property is ignored | That property name does not exist in your portal, usually because it was renamed |
| Card says switched off after repeated failures | Ten consecutive failures. Fix the cause and press Resume, which clears the count |
Frequently asked questions
Will this create duplicate contacts?
No. HubSpot matches on the email address, so a repeat enquiry from the same person updates the contact they already have and appears again on their timeline.
Do I need a private app or an API key?
No. This uses HubSpot's form submission endpoint, so there is no token to create and nothing with wider access to store.
Why does it have to be a form rather than just a contact?
Because a form submission is what gives the enquiry a source and a timeline entry you can report on. A bare contact record would arrive with no indication of where it came from.
Can I send to a specific HubSpot list or workflow?
Not directly. Use the form as the trigger inside HubSpot: anything you can start from a form submission will start from these.
Does this work with the free HubSpot plan?
Yes, as long as the account has forms.