Accounts in applications
HiBob to HubSpot integration: HubSpot users that follow the lifecycle in Bob
With an integration between HiBob and HubSpot, a new colleague in sales, marketing or service automatically gets a HubSpot user on their start date in Bob, with permission set, team and the time zone of their site. When someone is terminated or placed on garden leave in Bob, HubSpot access closes the same day, and approved time off from Bob shows as out of office in the HubSpot profile.
What the integration does
Organisations that record HR in HiBob and run sales and customer success in HubSpot often handle HubSpot access through separate requests in Slack or by email. On a departure with garden leave a salesperson keeps access to the pipeline until the last contract day, and nobody in HubSpot can see who is on leave.
- HR creates the new colleague in Bob with site, department, job title and start date.
- At midnight on the start date Bob reports that the colleague has joined; KoppelHet then creates the HubSpot user.
- Permission set, seat, team and time zone follow from job title, department and site.
- An approved time off request in Bob becomes an out-of-office period in HubSpot; a cancelled request is removed again.
- On termination or garden leave in Bob HubSpot access is removed, after the manager has received a handover list.
What to watch for with HiBob and HubSpot
- Bob sends lifecycle notifications automatically at midnight on the effective date. A new colleague created weeks in advance therefore gets their HubSpot user and welcome email on the first working day, not at signing.
- Bob reports a departure as soon as someone is terminated or goes on garden leave, whichever comes first. KoppelHet uses that notification to close HubSpot. A salesperson on garden leave can thus no longer export a customer list, even though their contract is still running.
- Bob also supports revoking access immediately on a dismissal. If HR chooses that, KoppelHet removes the HubSpot user straight away and the handover of contacts and deals follows afterwards through the manager.
- For temporary leave, such as parental leave, Bob sends a separate notification. KoppelHet then keeps the HubSpot user and records the leave as out-of-office in HubSpot, so the colleague still has their own customers on return.
- When someone changes the dates of an approved time off request in Bob, Bob replaces the request with a new one. KoppelHet removes the old period in HubSpot and adds the new one, because HubSpot does not accept overlapping out-of-office periods.
- What the integration can read from Bob depends on the service user's field permissions. KoppelHet only gets read access to the work fields and time off, not to salary or personal data. If a field is missing in HubSpot, that is usually a permissions issue in Bob.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Does HubSpot see what kind of leave someone has?
No. Only the start and end go to HubSpot. The policy and reason stay in Bob.
Are HubSpot users created at signing already?
Not by default; we wait for the start date. If you want someone to sign in earlier, the integration reacts to the employee being created in Bob and holds back the welcome email until the start date.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Bob is read through webhooks v2 (employee.joined, employee.left, employee.access.revoked.immediately, employee.temporaryLeave, employee.updated and timeoff.request.approved, .cancelled and .updated with originalRequestId) and the API: people search for the work fields and time off requests for the details. Webhooks v2 only carry the ID; KoppelHet fetches the data with an API service user.
- HubSpot is written through the user provisioning API (/settings/users/2026-09: create with sendWelcomeEmail, PUT with roleId, primaryTeamId and seatNames, DELETE), the Teams API and the Users API (hs_job_title, hs_standard_time_zone, hs_out_of_office_hours).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in HubSpot | Notes |
|---|---|---|
id (backend-id) | Koppeltabel naar de HubSpot-gebruiker | |
firstName / displayName | firstName | |
surname | lastName | |
email | email | |
work.title | hs_job_title en roleId | Permission set and seat through a table per job title |
work.department | primaryTeamId | |
work.site | hs_standard_time_zone | Through a table per site |
work.reportsTo | Ontvanger van de overdrachtslijst | |
Goedgekeurde time off request | hs_out_of_office_hours | |
Lifecycle: terminated of garden leave | Verwijderen van de gebruiker |
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