I am such a fan of Zapier. You can literally connect any app to another without coding knowledge. It’s like legos for operation managers because it’s so customizable.
Picture this– it’s a beautiful Tuesday morning and you’re sipping your coffee when your manager wants to know how many people are registered for a webinar. While you’re at it, can you share this with the partner we’re doing the webinar with.
Let’s talk about lists. Marketing lists in particular. An important piece of my job is to manage and maintain marketing and sales lists within our database. Lists have many use cases but for this article I’m going to focus on list sharing.
You can go into Hubspot, export your registrants list and email or Slack your manager and then share with the Partner team.
OR, you can use Zapier to connect your dynamic Hubspot list to your Google Sheets account and make that list available for your manager, your partner team and anyone else who may need to access the list at any time. Luckily, the Hubspot integration for Zapier on Hubspot’s end is free for all accounts.
How to set up the integration
What you need:
- Hubspot account with list access and a dynamic or static list with at least 1 contact
- Google account with access to Google Sheets and a google sheet you want to use for this
- Zapier account with at least 1 zap available
- Make sure you have your Hubspot connected to Zapier
Create a Zap
- Log in to your Zapier account.
- In the top right of your screen, click Create a Zap!
- Type Hubspot into the search bar and select the basic Hubspot option
- Next, select a the trigger for New Contact in List, then click Continue.
- Next, choose the Hubspot account that you already have connected and click Continue.
- In the Customize Contact section, choose the list you want to use for this trigger.
- Click on Test Trigger to make sure the list has at least one contact.
- If Zapier pulled up a bunch of information on a contact then it is working! Hurray!
- Next, select the App and Event for Google Sheets
- Choose the Create Spreadsheet Row action and click Continue
- Choose the Google Sheets account you already connected to Zapier and click Continue
- Next, select the Drive folder, spreadsheet and worksheet (tab) you’d like the contacts to be added to
- Now you’ll be asked to map each Google Sheets Column to the contact info field from Hubspot. Ex. Column A is First Name so you’ll choose the field First Name from Hubspot
- Once every column has a matching field from Hubspot, you can click Continue
- If everything looks good, click Test and Continue
- You are now good to turn your Zap on!
FUN FACT: When using the Create Spreadsheet Row action instead of the form submission action, you can pull in any information you have on the contact instead of only the information from the form submission. This can be extremely helpful when using lists internally to understand more about the contacts.
EXAMPLE: Differentiate between the number of customers registered for a webinar vs prospects. You can insert the Hubspot Lifecycle field as a column in your Google Sheet so that your team and the Sales team has a more valuable understanding of the list. All of this without ever needing to have someone log into Hubspot and know how to access lists!
By connecting your lists and making them accessible to people outside of your tools (Hubspot for example) you save time having to keep sharing it. It’s also a great way to give people outside of your organization, like partners, a way to see a live feed of registrations without accessing data you don’t want them to.