> ## Documentation Index
> Fetch the complete documentation index at: https://help.eazybe.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Chat Backup to HubSpot

> Log every WhatsApp message to HubSpot contact timeline

<Info>
  **Setup Time**: 5 minutes | **Difficulty**: Easy | **HubSpot Plan**: Free+
</Info>

## 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

<Frame caption="HubSpot timeline missing WhatsApp conversations">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/eazybe/images/hubspot/chat-backup-problem.png" alt="Empty HubSpot timeline" />
</Frame>

## The Solution

Every WhatsApp message automatically appears in the HubSpot contact timeline.

<Frame caption="WhatsApp messages in HubSpot timeline">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/eazybe/images/hubspot/chat-backup-solution.gif" alt="WhatsApp messages syncing to HubSpot" />
</Frame>

## Step-by-Step Setup

<Steps>
  <Step title="Open Integration Settings">
    In Eazybe, go to **Settings** → **Integrations** → **HubSpot**

    <Frame>
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/eazybe/images/hubspot/integration-settings.png" alt="HubSpot integration settings" />
    </Frame>
  </Step>

  <Step title="Enable Chat Backup">
    Toggle **Backup chats to HubSpot** to ON

    <Frame>
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/eazybe/images/hubspot/enable-chat-backup.png" alt="Enable chat backup toggle" />
    </Frame>
  </Step>

  <Step title="Choose Activity Type">
    Select how messages appear in HubSpot:

    | Option       | Appears As        | Best For                   |
    | ------------ | ----------------- | -------------------------- |
    | **Notes**    | Note on timeline  | Quick reference            |
    | **Activity** | WhatsApp activity | Full visibility            |
    | **Email**    | Email activity    | Unified communication view |

    <Frame>
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/eazybe/images/hubspot/activity-type.png" alt="Activity type selection" />
    </Frame>

    **Recommended**: Activity (shows as distinct WhatsApp icon)
  </Step>

  <Step title="Configure Sync Options">
    Choose what to backup:

    * ✅ Text messages
    * ✅ Images (as attachments)
    * ✅ Documents (as links)
    * ✅ Voice notes (as links)
    * ⬜ Stickers (optional)

    <Frame>
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/eazybe/images/hubspot/sync-options.png" alt="Sync options" />
    </Frame>
  </Step>

  <Step title="Set Sync Frequency">
    Choose sync timing:

    * **Real-time** (recommended) - Messages sync instantly
    * **Every 5 minutes** - Batch sync
    * **Hourly** - Less frequent sync
  </Step>
</Steps>

## Video Walkthrough

<Frame>
  <iframe src="https://www.loom.com/embed/your-hubspot-chat-backup-video" width="100%" height="400" frameborder="0" allowfullscreen />
</Frame>

## What It Looks Like in HubSpot

### Contact Timeline View

<Frame caption="WhatsApp conversation on HubSpot contact timeline">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/eazybe/images/hubspot/timeline-view.png" alt="HubSpot timeline with WhatsApp messages" />
</Frame>

### Activity Details

Click on any message to see full details:

<Frame caption="WhatsApp message details in HubSpot">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/eazybe/images/hubspot/message-details.png" alt="WhatsApp message details" />
</Frame>

### With Attachments

Images and documents appear as clickable attachments:

<Frame caption="WhatsApp attachments in HubSpot">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/eazybe/images/hubspot/attachments-hubspot.png" alt="WhatsApp attachments in HubSpot" />
</Frame>

## Use Cases

<CardGroup cols={2}>
  <Card title="Sales Handoffs" icon="people-arrows">
    New rep sees full conversation history before taking over
  </Card>

  <Card title="Manager Oversight" icon="eye">
    Review conversations without accessing rep's WhatsApp
  </Card>

  <Card title="Deal Context" icon="handshake">
    Reference past conversations when working deals
  </Card>

  <Card title="Compliance" icon="shield-check">
    Maintain audit trail for regulated industries
  </Card>
</CardGroup>

## HubSpot Reporting

With chat backup enabled, you can create HubSpot reports on WhatsApp activity:

<Frame caption="HubSpot report on WhatsApp activity">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/eazybe/images/hubspot/whatsapp-report.png" alt="HubSpot WhatsApp activity report" />
</Frame>

### Example Reports:

* WhatsApp messages per rep
* Response times by contact owner
* Contacts engaged via WhatsApp this month

## Best Practices

<AccordionGroup>
  <Accordion title="Use real-time sync">
    Real-time ensures no messages are lost if someone disconnects or switches devices.
  </Accordion>

  <Accordion title="Enable for entire team">
    Go to **Settings** → **Team** to verify all reps have chat backup enabled.
  </Accordion>

  <Accordion title="Combine with contact sync">
    Enable auto-create contacts so messages always have a contact to attach to.
  </Accordion>

  <Accordion title="Review sync status">
    Check the sync indicator in Eazybe sidebar to ensure backup is running.
  </Accordion>
</AccordionGroup>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Messages not appearing in HubSpot?">
    1. Check sync status indicator in Eazybe sidebar
    2. Verify HubSpot connection is active
    3. Ensure contact exists in HubSpot (or enable auto-create)
    4. Check HubSpot activity permissions
  </Accordion>

  <Accordion title="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
  </Accordion>

  <Accordion title="Sync is delayed?">
    * Switch from batch to real-time sync
    * Check internet connection stability
    * Verify WhatsApp Web is staying connected
  </Accordion>

  <Accordion title="Messages going to wrong contact?">
    Phone number mismatch. Ensure HubSpot contacts use E.164 format (+919876543210).
  </Accordion>
</AccordionGroup>

## What's Next?

<CardGroup cols={2}>
  <Card title="Workflow Automation" icon="gear" href="/integrations/hubspot/playbooks/workflow-automation">
    Trigger WhatsApp from HubSpot workflows
  </Card>

  <Card title="Team Performance" icon="chart-line" href="/integrations/hubspot/playbooks/team-performance">
    Track WhatsApp metrics
  </Card>
</CardGroup>