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Nmbrs to HubSpot integration: HubSpot users per company and department from Nmbrs
With an integration between Nmbrs and HubSpot, a new employee in a commercial department in Nmbrs automatically gets a HubSpot user with the permission set for their function and the team of their company and department. On the end date in Nmbrs HubSpot access is removed, and working days and leave from Nmbrs are visible in the HubSpot profile.
What the integration does
Organisations with several operating companies in Nmbrs that sell from one HubSpot account do put new salespeople in Nmbrs, but the HubSpot admin hears about it by chance. A part-time salesperson gets leads on their day off, and someone who moves to another operating company stays in the old team.
- Payroll creates the new employee in the right company in Nmbrs, with department, function and schedule.
- KoppelHet creates the HubSpot user in the team of company and department, with the permission set for the function.
- Working days from the schedule and approved leave go into the HubSpot profile.
- When the employee moves to another company in Nmbrs, the user moves to that company's team.
- Before the end date the manager gets a handover list; the HubSpot user is removed afterwards.
What to watch for with Nmbrs and HubSpot
- One Nmbrs environment often holds several companies, each with its own departments and functions. HubSpot has one set of teams. KoppelHet creates a team per Nmbrs company with the departments below it, so two Sales departments in different companies do not end up in the same HubSpot team.
- The schedule in Nmbrs says how many hours someone works per day, with an even and odd week, but not at what time. HubSpot wants working hours with a start and end time per week. KoppelHet only transfers the working days, with start and end times you choose per department.
- Nmbrs keeps leave and sickness absence separate. KoppelHet only takes over approved leave as out-of-office in HubSpot. Sickness stays in Nmbrs, so HubSpot users do not see colleagues' absence data.
- Nmbrs is a payroll package and holds the BSN. KoppelHet reads personal data with the request without BSN that Nmbrs offers for this, so the BSN never leaves payroll.
- Nmbrs stores a private and a work email address. For HubSpot only the work address counts, because it is the login and must be unique. If only a private address is present, KoppelHet does not create a user and reports it to payroll.
- Nmbrs holds preferred name, name prefix and last name as separate fields. Customers see their contact's name in HubSpot, so KoppelHet uses the preferred name as first name and puts the prefix before the last name, as in Van den Berg.
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
Is Nmbrs the right source for HubSpot access?
If Nmbrs is your only personnel system, yes. Payroll then has the current function, department and end date. If the work email address only becomes known later, the integration waits for it.
Does HubSpot see the salary or the contract?
No. Only name, work email address, company, department, function, working days and leave periods leave Nmbrs.
What if a payroll provider manages our Nmbrs environment?
That works. The integration only reads the companies you designate, with its own connection account, and the payroll provider does not need to do anything.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Nmbrs recommends the REST API with OAuth 2.0 for new integrations; the SOAP API ends in 2027. Data needed per company: personal data without BSN (in SOAP PersonalInfoWithoutBSN), department, function, schedule (HoursMonday to HoursSunday and the second week), leave (Leave) and employment.
- HubSpot is written through the user provisioning API (/settings/users/2026-09), the Teams API with parentTeamId and the Users API (hs_job_title, hs_standard_time_zone, hs_working_hours, hs_out_of_office_hours). The time zone (Europe/Amsterdam) must be set before the working hours; working hours and out-of-office periods must not overlap.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Nmbrs | Field in HubSpot | Notes |
|---|---|---|
EmployeeNumber en bedrijf | Koppeltabel naar de HubSpot-gebruiker | |
Nickname (roepnaam) of FirstName | firstName | |
Prefix en LastName | lastName | Name prefix in front of the last name |
EmailWork | email | Not EmailPrivate |
Bedrijf | Bovenliggend team | |
Department | primaryTeamId | |
Function | roleId, seatNames en hs_job_title | Through a table per function |
Schedule (uren per dag) | hs_working_hours | Which days only; times as agreed |
Leave (goedgekeurd) | hs_out_of_office_hours | |
Datum uit dienst | Verwijderen van de gebruiker |
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