Setup Time: 5 minutes | Difficulty: Easy | HubSpot Plan: Free+
The Problem
Conversations happen on WhatsApp, but HubSpot shows nothing:- Sales managers have zero visibility
- When reps leave, conversations disappear
- Handoffs between reps lose context
- No audit trail for compliance
HubSpot timeline missing WhatsApp conversations
The Solution
Every WhatsApp message automatically appears in the HubSpot contact timeline.
WhatsApp messages in HubSpot timeline
Step-by-Step Setup
1
Open Integration Settings
In Eazybe, go to Settings → Integrations → HubSpot
2
Enable Chat Backup
Toggle Backup chats to HubSpot to ON
3
Choose Activity Type
Select how messages appear in HubSpot:
Recommended: Activity (shows as distinct WhatsApp icon)
4
Configure Sync Options
Choose what to backup:
- ✅ Text messages
- ✅ Images (as attachments)
- ✅ Documents (as links)
- ✅ Voice notes (as links)
- ⬜ Stickers (optional)
5
Set Sync Frequency
Choose sync timing:
- Real-time (recommended) - Messages sync instantly
- Every 5 minutes - Batch sync
- Hourly - Less frequent sync
Video Walkthrough
What It Looks Like in HubSpot
Contact Timeline View
WhatsApp conversation on HubSpot contact timeline
Activity Details
Click on any message to see full details:
WhatsApp message details in HubSpot
With Attachments
Images and documents appear as clickable attachments:
WhatsApp attachments in HubSpot
Use Cases
Sales Handoffs
New rep sees full conversation history before taking over
Manager Oversight
Review conversations without accessing rep’s WhatsApp
Deal Context
Reference past conversations when working deals
Compliance
Maintain audit trail for regulated industries
HubSpot Reporting
With chat backup enabled, you can create HubSpot reports on WhatsApp activity:
HubSpot report on WhatsApp activity
Example Reports:
- WhatsApp messages per rep
- Response times by contact owner
- Contacts engaged via WhatsApp this month
Best Practices
Use real-time sync
Use real-time sync
Real-time ensures no messages are lost if someone disconnects or switches devices.
Enable for entire team
Enable for entire team
Go to Settings → Team to verify all reps have chat backup enabled.
Combine with contact sync
Combine with contact sync
Enable auto-create contacts so messages always have a contact to attach to.
Review sync status
Review sync status
Check the sync indicator in Eazybe sidebar to ensure backup is running.
Troubleshooting
Messages not appearing in HubSpot?
Messages not appearing in HubSpot?
- Check sync status indicator in Eazybe sidebar
- Verify HubSpot connection is active
- Ensure contact exists in HubSpot (or enable auto-create)
- Check HubSpot activity permissions
Images not syncing?
Images not syncing?
- Verify “Images” is checked in sync options
- Check HubSpot file storage isn’t full
- Large files (>10MB) may fail - check file size
Sync is delayed?
Sync is delayed?
- Switch from batch to real-time sync
- Check internet connection stability
- Verify WhatsApp Web is staying connected
Messages going to wrong contact?
Messages going to wrong contact?
Phone number mismatch. Ensure HubSpot contacts use E.164 format (+919876543210).
What’s Next?
Workflow Automation
Trigger WhatsApp from HubSpot workflows
Team Performance
Track WhatsApp metrics