Vartopia PRM – HubSpot Integration Setup Guide

Prerequisites

Before installing the Vartopia PRM HubSpot app, ensure the following requirements are met:

• The vendor must be onboarded in Vartopia and have an active vendor user configured. This step is required to enable and activate the integration.

• The HubSpot user installing the app must have permission to:

  • Install apps
  • Create and modify CRM properties
  • Create and manage custom objects
• The HubSpot account must be on an Enterprise plan, as the integration creates a custom object named Registrations.
  
  

  Step 1: Vendor Onboarding in Vartopia

  To enable the HubSpot integration, the vendor must first be set up in Vartopia with an active vendor user.

  Once the vendor onboarding is complete, the HubSpot integration becomes available for installation and connection.

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  Step 2: Install the Vartopia PRM HubSpot App

  After vendor onboarding, the app can be installed using either of the following methods:

  Option 1: Install from Vartopia

  1. Log in to your Vartopia account.

  2. Navigate to Settings → Integrations.

  3. Select HubSpot from the available integrations.

  4. Click Connect to begin the installation process.

  Option 2: Install from the HubSpot Marketplace

  1. Open the HubSpot App Marketplace.

  2. Search for Vartopia PRM.

  3. Click Install app to start the connection flow.

  Both methods initiate the same secure authorization process.

Step 3: Select HubSpot Account

You will be redirected to HubSpot to continue setup.

1. Select the HubSpot account where you want to install the Vartopia PRM app.

2. Confirm the account selection to proceed.

Step 4: Review and Approve Permissions

HubSpot will display the permissions requested by the Vartopia PRM app.

These permissions allow the app to:

• Synchronize Companies, Contacts, and Deals

• Create and manage the Registrations custom object

• Access CRM properties, object definitions, workflows, and forms

• Enable secure bi-directional data synchronization

Review the permissions and click Connect app to approve access.

Step 5: Complete Integration Setup

Once permissions are approved:

• The Vartopia PRM app is successfully installed in HubSpot

• The app becomes visible in your HubSpot connected apps

• The integration is active and ready for configuration

At this stage, HubSpot and Vartopia are securely connected and prepared for data synchronization. The next step is to turn on some settings following the instructions below.

Step 6: Configure Vartopia PRM App Settings in HubSpot

After the Vartopia PRM app is installed, additional configuration is required within HubSpot. These settings must be completed in HubSpot to enable and control how data is synchronized with Vartopia.

Access App Settings in HubSpot

1. Log in to your HubSpot account.

2. Navigate to Settings.

3. Go to Integrations → Connected Apps.

4. Locate and select the Vartopia PRM app.

5. Open the Settings section of the app.

You will see three configuration sections that must be completed.

Step 7: Expiration Configuration

This configuration defines how registration expiration dates are calculated.

1. Enter the Program Name
   This should match the registration program configured for the vendor.

2. Set the Days to Expire
   This value determines the number of days after which the registration will expire.

3. Select the Statuses to Set Expiration Date
   Choose the registration statuses that should trigger the expiration date calculation.

This ensures expiration dates are automatically applied based on program rules.

Step 8: Registration Configuration

This configuration maps HubSpot deal stages to Vartopia registration statuses.

1. Map HubSpot Deal Stages to corresponding Registration Statuses.

2. These mappings control how the status of the primary registration associated with a deal is updated in Vartopia.

3. When a deal moves to a mapped stage in HubSpot, the linked registration status in Vartopia is updated automatically.

This step ensures consistent status alignment between HubSpot deals and Vartopia registrations.

Step 9: Companies Update Configuration

This configuration controls which registration programs are eligible for synchronization.

1. Select the Eligible Deal Registration Program from the dropdown.

2. Only registrations associated with the selected program will be synchronized with Vartopia.

3. This selection works in conjunction with company-level settings to determine which registrations are synced.

Step 10: Save Configuration

After completing all three configuration sections:

1. Click Save to apply the settings.

2. The HubSpot and Vartopia integration is now fully configured and active.

Once saved, the integration is ready to:

• Sync eligible registrations

• Update registration statuses based on deal stage changes

• Apply expiration logic automatically

Integration Ready

With vendor onboarding completed, the app installed, and HubSpot configurations in place, the Vartopia PRM HubSpot integration is fully operational.