HubSpot CRM Integration
Updated 05-01-26 - V: 1.0.0
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This guide walks you through connecting HubSpot CRM to Cerbo using the FXMedSupport widget, covering bi-directional setup for both the Cerbo to HubSpot and HubSpot to Cerbo sync apps.
Overview
The HubSpot CRM Integration enables bi-directional syncing between your Cerbo EHR and HubSpot CRM. Patient records, tags, appointment types, and event data can flow in both directions — keeping your systems aligned in real time. FXMedSupport includes two separate apps for this integration: one for syncing Cerbo data to HubSpot, and one for importing HubSpot contacts into Cerbo.
What It Supports
• Patient field mapping for demographics, contact info, and schedule-related fields
• Properties mapping to link Cerbo tags and appointment types to HubSpot custom fields
• Tags mapping to match each Cerbo tag with its corresponding HubSpot tag
• Appointment type mapping to link Cerbo appointment types with HubSpot fields
• Event type template mapping for CRM activity logging in HubSpot
• HubSpot Contacts viewer with search and Push to Cerbo functionality
• Transaction logs for all synced contact activity
Before You Begin
• Active HubSpot account with admin or developer access
• Ability to create Legacy Apps in HubSpot (requires developer access)
Step 1: Open the FXMedSupport Widget
1. On the right side of the Cerbo screen, click the FXMedSupport circular icon to open the widget.
Step 2: Navigate to the HubSpot CRM Apps
2. Scroll down to the CRM section on the right side.
3. You will find two HubSpot apps:
• HubSpot - Cerbo — syncs HubSpot contacts into Cerbo
• HubSpot (Cerbo to HubSpot) CRM — syncs Cerbo patient data into HubSpot
4. This guide covers the setup of both apps. Begin with HubSpot (Cerbo to HubSpot) CRM.
ℹ️ Both apps use the same Access Token from a single HubSpot Legacy App. You only need to create one HubSpot app to power both integrations.
Step 3: Open HubSpot Settings
2. Click the Settings gear icon in the top right navigation bar.
3. In the left sidebar, click Integrations to expand the section.
4. Click Legacy Apps from the submenu.
Step 4: Create a New Legacy App
2. In the Create Legacy App dialog, review the caution notice, then click Private (For one account).
3. You will be taken to a new app setup screen with three tabs: Basic Info, Scopes, and Webhooks.
ℹ️ Choosing Private means this app will only be used with your single HubSpot account — this is the correct choice for FXMedSupport.
Step 5: Enter Basic App Info
2. Optionally, click Upload logo to add an image to help identify the app.
3. Enter a brief description in the Description field (e.g., FXMedSupport integration for Cerbo sync).
4. Do not click Create app yet — proceed to the Scopes and Webhooks tabs first.
Step 6: Add Scopes
2. Click the + Add new scope button on the right.
• crm.export
• crm.import
• crm.lists.read and crm.lists.write
• crm.extensions_calling_transcripts.read and .write
• crm.objects.appointments.read and .write
• crm.objects.appointments.sensitive.read
• crm.objects.carts.read
ℹ️ Additional scopes may be added automatically when you configure webhook subscriptions. You can return to the Scopes tab at any time to add more.
Step 7: Copy the Webhook URL from FXMedSupport
2. Click Available Apps, then in the CRM section click HubSpot (Cerbo to HubSpot) CRM.
3. Click the Settings tab.
4. In the APP Access Token section, locate the webhook URL displayed below the token field:
https://app.fxmedsupport.com/webhook/hubspot
5. Copy this URL — you will paste it into HubSpot in the next step.
2. In the Target URL field, paste the webhook URL you copied:
https://app.fxmedsupport.com/webhook/hubspot
3. In the Event throttling field, change the value to 50. This controls how many records HubSpot pushes at one time.
4. Click the Create subscription button on the right side of the page.
💡 Tip: Event throttling can be adjusted based on your practice size — use 10 for smaller volumes, 50 for medium, or 100 for high-volume accounts.
Step 9: Create Webhook Subscriptions
2. Select all of the following: Contact, Company, Deal, Ticket, and Product.
3. Click the Listen for which events? dropdown.
4. Select: Created and Deleted.
5. If a warning appears listing required scopes, click Add these required scopes — HubSpot will add them automatically.
6. Confirm the message: These scopes will be added when the subscriptions are created.
7. Click Subscribe.
8. Verify that 14 subscriptions now appear in the Event subscriptions table, each showing Active 2/2 for Contact, Company, Deal, Ticket, and Product.
Step 10: Create the App and Copy the Access Token
2. A confirmation dialog will appear: Create a new private app — this will generate an access token.
3. Review the security notice, then click Continue creating.
4. Your app is now created. You will be taken to the app dashboard.
5. Click the Auth tab.
6. Under Access token, click Show to reveal the full token, then click Copy to copy it to your clipboard.
⚠️ Warning: Keep your Access Token private and secure. Do not share it on public websites or store it in a public repository. Only share it with trusted staff who require access.
Step 11: Connect Cerbo to HubSpot CRM in FXMedSupport
2. Click Available Apps, then in the CRM section click HubSpot (Cerbo to HubSpot) CRM.
3. Click the Settings tab.
4. Check the Is Active? checkbox to enable the integration.
5. Check the Enable HubSpot Activity checkbox to log HubSpot activity such as emails sent or patients created.
6. Click in the APP Access Token field and paste the token you copied from HubSpot.
7. Click Save Changes.
Step 12: Map Patient Fields (Cerbo to HubSpot)
2. For each Cerbo field on the left, use the dropdown on the right to select the matching HubSpot field. Common mappings include:
• First name → First Name
• Last name → Last Name
• Phone mobile → Mobile Phone Number
• Email1 → Email
• Zip → Postal Code
• City → City
• State → State/Region
• Country → Country/Region
3. Appointment-related fields can also be mapped: First Appointment, Last Appointment, Next Appointment, Last Appointment Type, Next Appointment Type, and Last Visit Location.
4. Leave any unmapped fields set to Please Select.
5. Click Save Changes when finished.
Step 13: Configure Properties Mapping
2. In the Tags Field dropdown, select Cerbo Tag.
3. In the Appointment Type Field dropdown, select Cerbo Appointment Type.
4. Click Sync Appointments Types to push all Cerbo appointment types into HubSpot.
5. Click Sync Tags to push all Cerbo tags into HubSpot.
6. Click Save Changes.
ℹ️ These property field settings tell HubSpot which custom properties represent Cerbo tags and appointment types — making it easy to filter and identify Cerbo-sourced records in your CRM.
Step 14: Configure Tags Mapping
2. All Cerbo tags will be listed on the left. For each tag, use the dropdown on the right to select the matching HubSpot tag.
3. Click Sync All Patients Tags to push all Cerbo patient tag data to HubSpot at once.
4. Click Sync Current Patient Tags to sync only the currently open patient's tags.
5. Click Save Changes when all tags are mapped.
Step 15: Configure Appointment Type Mapping
2. All Cerbo appointment types will be listed on the left. For each one, use the dropdown on the right to select the matching HubSpot field.
3. If a HubSpot field does not exist for a particular appointment type, create it in HubSpot first, then return here to map it.
4. Click Save Changes when finished.
Step 16: Configure Event Type Template Mapping
2. A list of event types will appear, including: Chat Groups Created/Modified/Removed, Chat Messages Created/Modified/Removed, Documents Created, Schedule Created/Modified/Removed, SOAP Created/Modified/Removed, and Tasks Created/Modified/Removed.
3. For each event type, review the pre-filled template content in the right column. These templates control how activity entries appear in HubSpot when events fire in Cerbo.
4. Customize any template text as needed.
5. Click Save Changes when finished.
💡 Tip: Template content supports dynamic placeholders such as {{data_name}}, {{data_addedby_first}}, and {{data_addedby_last}} to auto-fill contact and event details in HubSpot activity logs.
Step 17: Connect the HubSpot to Cerbo App
2. In the CRM section, click HubSpot - Cerbo.
3. Click the Settings tab.
4. In the APP Access Token field, paste the same Access Token you copied from HubSpot in Step 10.
5. Click Save Changes.
Step 18: Map Patient Fields (HubSpot to Cerbo)
2. For each Cerbo field on the left, use the dropdown on the right to select the matching HubSpot contact field. Common mappings:
• First name → First Name
• Last name → Last Name
• Phone mobile → Mobile Phone Number
• Email1 → Email
3. Click Save Changes when all desired fields are mapped.
Step 19: View HubSpot Contacts and Push to Cerbo
2. Your HubSpot contacts will be listed with columns: First Name, Last Name, Email, Created At, and Action.
3. Use the Search by email field and click Search to find a specific contact.
4. Click Reset to clear the search and view all contacts.
5. To import contacts into Cerbo, check the checkbox next to the contact(s) you want, then click Push To Cerbo.
6. To preview a contact, hover over the edit icon in the Action column — a tooltip will show the contact ID, email, first name, and last name.
7. Click the edit icon to open the full View Detail panel for that contact.
Step 20: Review Sync Logs
2. The HubSpot Contacts Logs table shows: Trans ID, Practice ID, Total Contacts, and Created At for each sync event.
3. Click the action icon on any log entry to view its full detail.
4. The Log Detail page displays: CPID (Cerbo Patient ID), Fields Data (all synced patient fields), and Status for the record.
Summary
Set the webhook Target URL to https://app.fxmedsupport.com/webhook/hubspot and Event throttling to 50.
Created 14 webhook subscriptions for Contact, Company, Deal, Ticket, and Product (Created and Deleted events).
Finalized the app and copied the Access Token from the Auth tab.
Connected HubSpot (Cerbo to HubSpot) CRM in FXMedSupport — enabled Is Active and Enable HubSpot Activity, pasted the token, and saved.
Mapped patient fields, properties, tags, appointment types, and event type templates in the Cerbo to HubSpot app.
Connected HubSpot - Cerbo using the same Access Token and mapped patient fields.
Used HubSpot Contacts tab to search, preview, and push contacts into Cerbo.
Reviewed sync transaction logs in the Logs tab.
Troubleshooting
Webhook not receiving events → Confirm the Target URL in HubSpot matches exactly: https://app.fxmedsupport.com/webhook/hubspot. Verify all subscriptions show Active 2/2 on the Webhooks tab.
Scope error when subscribing → Click Add these required scopes when prompted in the webhook subscription panel. HubSpot will automatically add the needed scopes when subscriptions are created.
Tags not appearing in HubSpot → Click Sync All Patients Tags on the Tags Mapping tab. Make sure the matching HubSpot tags exist first — create them in HubSpot before mapping.
Appointment types not syncing → Click Sync Appointments Types on the Properties Mapping tab to push Cerbo appointment types to HubSpot before mapping them.
Contacts not pushing to Cerbo → Confirm Is Active is checked in the HubSpot - Cerbo Settings tab and that the correct Access Token is saved. Click Push To Cerbo again after refreshing the widget.
Logs showing no entries → Logs are only generated when contacts are pushed via the HubSpot Contacts tab or when HubSpot webhook events fire. Try pushing a contact to generate a log entry.
Need Help?
If you run into any issues setting up the HubSpot CRM Integration, please reach out to our support team. We're happy to help!