Civic IQ — HubSpot Integration Guide

Connect Civic IQ to HubSpot to sync signals, contacts, and agency intelligence directly into your CRM. Configuration is a one-time setup. Once done, any user can push data without repeating it.

1. Connect HubSpot

Link your organization's HubSpot account to Civic IQ. You'll need super admin access to civiciq.com.

1. In Civic IQ, click Settings in the bottom-left corner of the sidebar.
2. In the left sidebar under Integrations, click CRM.
3. Locate HubSpot in the CRM Integrations list and click Connect.
4. A HubSpot authentication window will open. Select your HubSpot account from the dropdown.
5. Scroll down and click I Understand to grant access. HubSpot will now show as Connected.

Tip: After connecting, the CRM Email Configuration section in Settings will activate for HubSpot. This controls BCC email settings and is separate from the export mapping configured in the next steps.

2. Open CRM Export Settings

Once HubSpot is connected, open the CRM Export Manager to configure how Civic IQ data maps to HubSpot fields.

1. In Settings → Integrations → CRM, locate the HubSpot row.
2. Click Settings (next to Connect) on the HubSpot row.
3. The CRM Export Manager will open: a three-step wizard covering Agency Mapping, Signal Mapping, and Contact Mapping.

Tip: The mapping configuration is saved after the first run. Future exports use it automatically — you won't need to go through the wizard again unless you want to change the field mapping.

3. Configure Agency & Signal Mapping

The Mapping screen controls what Civic IQ data gets written to which HubSpot fields. Configure Agency Mapping first, then Signal Mapping before clicking Next.

Agency Mapping — Set Destination Object to Companies. Check External ID on the Domain row so HubSpot can deduplicate records on future syncs.

Signal Mapping — Set Destination Object to Notes. All signal fields map to Note body by default — each field you add becomes part of the consolidated note on the matching company record.

Tip: Stack Signal Title + Signal Value + Meeting Date + Link for a complete, reference-ready note. Talking Points and Email Snippets are most useful for SDR workflows. To write fields into distinct HubSpot properties instead of a single note, change the Destination Object to Deal or Contact and remap accordingly.

Warning: If you see "There was an error fetching your lists from HubSpot", go to Settings → Integrations → CRM, disconnect and reconnect HubSpot, then retry.

4. Configure Contact Mapping

Map Civic IQ contact fields to HubSpot Contacts. By default, the contact job title does not sync — add it manually here. Saved for all future syncs.

Set Destination Object to Contacts. Use Email as the External ID to prevent duplicate contact records on future syncs.

Tip: Add Phone and Department for richer contact records. Use Full Name as an alternative if your HubSpot contact object doesn't split first/last fields.

5. Sync a Signal to HubSpot

Once HubSpot is connected, any user can push a signal directly into HubSpot as a Note on the matching company record.

1. Go to the Signals page and identify a relevant signal.
2. On the signal card, click the HubSpot icon in the bottom-right corner, then select Sync to HubSpot.
3. You'll be prompted to create a new HubSpot list or select an existing one. For first-time setup, create a new list named Civic IQ Accounts.
4. Civic IQ will surface all contacts associated with the agency. Select the contacts you want to include.

Confirmed: After export, go to HubSpot and search for the agency name you synced — the company record will appear with the signal attached as a note under Recent Activities.

6. Push an Individual Contact

To push a single contact to HubSpot without syncing an entire signal, use the per-contact icon inside any signal card.

1. Click into any signal card and go to the Contacts tab at the top of the panel.
2. Scroll right on any contact row to find the small HubSpot icon in the Action column.
3. Click it — a tooltip reading "Sync contact to HubSpot" will confirm the action.
4. The contact is pushed to HubSpot as a Contact record and linked to the matching Company.

Tip: Use this to push a specific stakeholder — Finance Director, Mayor, City Administrator — to HubSpot before a call, without syncing the full signal.

7. Export History

Every export is logged under Settings → CRM → Export History, showing the export name, CRM, status, and timestamp.

All Available Source Fields

Complete reference for every field available in the Civic IQ source dropdown across all three mapping steps.

Use Case: Map Signals to Custom Fields for Account Scoring

Instead of pushing signals as notes, push specific signal data into custom HubSpot company fields. Reps sort and prioritize accounts by a composite score directly from their HubSpot view without manual research.

1. In Civic IQ List Builder, create a list filtered by your target territory and agency criteria.
2. Add AI prompt columns for each scoring criterion, each returns a boolean yes/no answer from Civic IQ signal data.
3. Each column populates as yes/no. Where yes, Civic IQ includes a brief explanation drawn from the underlying meeting data.
4. In HubSpot, create custom fields on the Company object for each criterion. Use free text fields to avoid mapping errors from vendor name variations.
5. Export the list and push each column into its corresponding HubSpot field.
6. Add a composite score field in HubSpot that weights criteria by priority. Reps open their HubSpot company view, sort by composite score, and work down the prioritized list, no additional research required.

Tip: Before the first sync, provide Civic IQ with your HubSpot account list including HubSpot ID, website, company name, and state. This allows accurate domain matching and prevents signals from creating duplicate company records.

Note: Refresh this list monthly. Reps wake up to a pre-scored, pre-enriched account list — their only job is to work the phones. Accounts with a known incumbent vendor are particularly high-value: the budget is already allocated, so you're competing for spend rather than creating it.

Use Case: Scheduled Lists Integration

Automatically sync a Civic IQ list to HubSpot on a recurring schedule so reps always have a fresh, signal-enriched account list without any manual export step.

1. Build your list in Civic IQ List Builder with the agency criteria, signal keywords, and scoring columns relevant to your territory and ICP.
2. Open the CRM Export Manager from the list view and complete Agency, Signal, and Contact Mapping as described in Sections 3 and 4 above.
3. In the export settings, enable a recurring schedule, daily is recommended for urgent signal alerts, weekly for account scoring refreshes.
4. On each scheduled run, Civic IQ automatically pushes new signals as Notes and updates custom fields on matching HubSpot company records.
5. Reps open HubSpot each morning and find updated company records — or a task — for any account that triggered a new signal since the last sync.

Tip: Use both approaches together: scheduled lists for monthly account scoring refreshes, and signal-based sync (Section 5) for same-day urgent alerts when a high-priority trigger fires — such as a budget discussion or a new department head hire.

Warning: Ensure account mapping is validated before enabling scheduled sync. Without a correct domain match between Civic IQ and HubSpot records, the scheduled run will create duplicate company records instead of enriching existing ones.

Civic IQ — HubSpot Integration Guide — Questions? [email protected]