Atlas B7oxwnqtho

OutboundSync Help Center

Here is every step required to connect your new OutboundSync account with HubSpot and start syncing data.

This guide is broken into three major steps:

 Verify your data synced and enable visibility.

This is designed to be self-guided for users creating a test account. However if you are interested in getting help from our team, please contact 

, where you will connect through your HubSpot account.

Then approve permissions for OutboundSync to be able to access your HubSpot account.

Once you're logged in, you  will see that you don't have any webhooks created yet. You must create a webhook and attach it in Smartlead to start syncing your data.

Now that HubSpot is connected, you need to decide how you want to route the data. You can use a single webhook for all your campaigns, or you can generate unique webhooks for each user in your HubSpot account. Let's compare these two methods.

Generate a single webhook for your entire account. You will create dedicated workflows in HubSpot to route the leads once they're synced to HubSpot via OutboundSync. This is the most popular method and used by most OutboundSync users. We recommend this by default. 

Generate a webhook for each member of your team. In this case, they will attach their webhook to their campaigns in your sales engagement platform and handle routing "upstream" before it arrives in HubSpot. This approach is specifically useful if you have individual reps running full cycle outbound motions and you want to auto-assign objects without using HubSpot workflows.

Under the webhook receiver menu, the next thing you need to do is select which HubSpot account you want this webhook to be associated with. 

Then, OutboundSync will prompt you to make the following selections. The recommended configuration is set by default.  

Select the HubSpot user you want to associate the webhook with. This list will be pulled from your HubSpot account.

Create or update the company in HubSpot when a webhook occurs associated with that domain.

Assign or re-assign the webhook owner as the company owner in HubSpot when a webhook payload is received.

Assign or re-assign the webhook owner as the contact owner in HubSpot when a webhook payload is received.

Create a task for each reply and assign it to the person associated with the webhook for followup.

Create a Contact object custom property group and set of properties, and continuously update those properties.

Select which Sales Engagement Platform you are using for your campaigns.

This is an optional feature that allows you to filter only certain events based on the lead category or status in your Sales Engagement Platform. By default, this feature is disabled.

This is an optional feature that allows you to forward OutboundSync data on to additional endpoints (e.g. Clay, Make, Zapier, n8n). This is only needed for Smartlead users where Smartlead limits the number of webhook endpoints users can add. By default, this feature is disabled.

You can change these settings later by clicking the corresponding webhook settings button after you've created your webook.

Once the webhook is created, you will see it on the screen under 

. If you don't see it there, it has not been created. 

Click here a detailed guide on how the Testing Modal works.

We'll see this in HubSpot later. But while we're here in OutboundSync, click the 

 button to send a test webhook payload over to your HubSpot account. 

Configure the payload if you want to modify it, or just scroll down and click 

Once you have campaigns in your Sales Engagement Platform, you will start seeing emails logged in your timeline. Note that there may be some processing time before the data is visible in your HubSpot account.

 setting enabled, emails will be associated at the 

. This is possible because OutboundSync handles associations for you automatically. If not, they will only be on the Contact object.

Remember the test webhook we sent earlier? We're getting back to that now. If you have notifications enabled for new company and contact assignment, you may have already received an email about the company/contact created by the test webhook.

Start with a contact that you know was enrolled in a sequence. Start by going to 

 in the side bar menu or simply search for the contact in the search bar. By default, the test contact's name is 

Then go to the individual contact record for that person.

You will see that by default, OutboundSync is doing the following:

 with the from and to fields set so you can reply.

, if you have this setting enabled for your webhook in OutboundSync. 

Next, we will enable the activities filter. 

This will pull all the additional data that we're getting from your Sales Engagement Platform so they're visible in your HubSpot account.

There is currently no portal-level method to set Filter activity in HubSpot. This means each HubSpot user must enable visibility for OutboundSync activities, as shown below, if they want to see them in their timeline.

First, go to any individual contact record in your HubSpot portal by going to 

Make sure that the OutboundSync box is checked under Filter activity when you’re logged in. Go to a contact record, click Filter activity, then check off OutboundSync:

Now that these have been enabled, see what the record looks like, clicking the OutboundSync text and icon to expand the timeline event:

Here's an example of what synced sent emails and replies should look like in a Contact record when Filter activity is not enabled:

With Filter activity enabled for OutboundSync, it should look like this. Note that you see the OutboundSync logo in the timeline with more details about the events:

You can see what this looks like in the company record by clicking on the company name: 

In this case, you can see that OutboundSync is not only associating the company and contact record, it is also associating the emails with both the company and contact records.

To finish the process, add the newly created OutboundSync webhook URL into your Sales Engagement Platform. 

Find instructions on how to do with with the following supported platforms:

It is vital that you properly add and configure your webhook in your Sales Engagement Platform. If you don't do this, OutboundSync won't receive data and your data will not show up in HubSpot.

This is simply a reference guide. All OutboundSync customers will receive a step-by-step onboarding plan when they sign up.

HubSpot setup guide

Here is every step required to connect your new OutboundSync account with Salesforce (SFDC) and start syncing data.

This guide is broken into five major steps:

 Check your data synced and enable visibility.

Before beginning, please note: You must have 

Read more about setting up permissions here

Click the gear icon in the top right corner to access the 

If you do not see the App Manager option, contact your Salesforce Admin. You must have 

Keep this information nearby, we will enter it into OutboundSync next. 

In Salesforce, click your profile image in the top right corner and copy the Domain URL under your name.

 Go back to OutboundSync and enter the Domain URL, adding 

when you’ve entered all the criteria.  

Select your Salesforce account from the dropdown.

 The owner is the Salesforce user that newly assigned leads, accounts, and contacts will be assigned to by default. This can be a person or it can be an integration user that is created specifically for OutboundSync.

Optionally, OutboundSync has the ability to create and write to a group of custom fields with metadata related to your campaigns. You can also select which objects you want to write those fields to (e.g. Contact, Lead, or Task). We highly recommend performing this action with System Administrator-level permissions.

. This is your Sales Engagement Platform (e.g. Smartlead, Instantly, EmailBison). 

You can log activities as either Tasks or EmailMessages. 

Upsert or Update Only Salesforce Object: 

If you select Upsert, it means you want OutboundSync to search for Leads or Accounts/Contacts, and either update them if one is found or create a new one if one is not found. Update Only means that OutboundSync will search and will only update existing Leads or Accounts/Contacts. 

If you select Upsert, OutboundSync will try to find Contact or Lead by ID, and then by email as a fallback, and ultimately create a new Lead or Contact if no results are found.

If you select Update Only, OutboundSync will only search and update existing Leads or Contacts.

This is built for Smartlead users due to constraints on the number of permitted webhooks. 

Read more about how additional endpoints work here

Read more about writing to the Task Object in Salesforce here.

Read more about writing to the EmailMessage Object in Salesforce here.

Click here for a detailed guide on how the Testing Modal works.

We'll see this in Salesforce later. But while we're here in OutboundSync, click the 

 button to send a test webhook payload over to your Salesforce account. 

First, go to Salesforce and search for the contact used in the test.

Next, open the contact in Salesforce and view their 

It is vital that you properly add and configure your webhook in your Sales Engagement Platform. If you don't do this, OutboundSync won't receive data and your data will not show up in Salesforce.

Salesforce setup guide

When OutboundSync receives activities from your Sales Engagement Platform, we need to do an API call into your CRM to see if that lead/contact exist or not. This can be done by email address, the record ID, another default field/property, or a custom field/property.

When syncing email data, OutboundSync will default to using the email address. Ensure this field/property is included in your Sales Engagement Platform (including social platforms like HeyReach), and the sync will work automatically.

If you want to do a lookup by record ID, another default field/property, or a custom field/property, then you'll need to include a custom field/property in your Sales Engagement Platform.

 needs to be included when you import your leads in your Sales Engagement Platform. This is particularly easy if you are using a tool like Clay to build your lead lists.

If you are using a default field/property in your CRM, then you can skip to the next step. If not, then carefully consider how you create the new field/property that you will use as your reference. 

HubSpot and Salesforce offer the ability to enforce uniqueness for custom fields/properties to ensure you don't create duplicates. Note that HubSpot limits how many properties this can be applied to.

In the OutboundSync webhook receiver settings, select the field/property that you want OutboundSync to search for before logging activities to your CRM.

Not sure if you set everything up correctly? Test it!

 for your webhook receiver, also known as the testing modal, in OutboundSync. 

You can also send test data through tools like Postman, or using curl in your terminal. 

Selecting your own lead/contact object lookup ID

OutboundSync's Testing Modal allows you to generate and send sample data to test CRM features such as lists, automation, reporting, and more.

Before testing webhook payloads, ensure you have the following:

Access to your organizations’ CRM account

Sufficient permissions in your CRM to install OutboundSync, if you have not installed it already. 

By using the Testing Modal to generate and send sample data to your CRM, you can simulate real-world scenarios, identify potential issues, and ensure that everything functions as expected before deployment.

 Ensure that contact details such as name, email, and company information are correctly synced between OutboundSync and your CRM.

 Simulate an email event to trigger a workflow that will route your lead to the right contact owner and/or create notifications via email or Slack. 

 Send sample event data to verify that report data is populating as expected before real data flows through to your CRM.

After sending the test payload, you can validate the integration in your CRM:

 Double-check that your webhook URL is correctly configured in the Webhook Settings. Make sure it’s going to the right CRM account/portal. 

 Make sure that your CRM automation is set up to trigger based on the criteria defined in the sample data (e.g., a specific contact property like “from email” or “campaign name”).

The Testing Modal in OutboundSync is a powerful tool that simplifies the process of verifying your CRM integration. By generating and sending sample data, you can confidently test your automation, ensuring that your integration is ready for real-world use.

Sending test webhook payloads

If you're looking to build workflows that rely on Lead Categories, you can get the Lead Category Name and ID values with OutboundSync. This is useful when you're building workflows because it allows you to branch off of the Lead Category ID.

The following pop-up will give you both the standard and custom lead categories that you can use in your workflows.

If you were building a workflow, you would branch off of Lead Category ID and select the value of 1 for your interested replies. 

How to fetch lead categories or statuses

OutboundSync has created pre-built, native HubSpot Lists, Workflows, and a Dashboard filled with reports. They are packaged via Supered for OutboundSync users to install in their own HubSpot portals.

These packages enable better lead and deal attribution, campaign performance tracking, and overall reporting based on historical OutboundSync data. Our team has spent years building and improving these with users. They will save you hours once you install them.

There are two versions of these packages: One that includes HubSpot's default properties and lifecycle stages, and one that uses only OutboundSync's custom properties and lifecycle stages. Make sure you're choosing the right one when installing them. 

They created a novel way for us to build these packages of HubSpot native lists, workflows, and reports/dashboard for you. Currently, there is no other way to do this—no other app or even HubSpot API can do what Supered does.

No, OutboundSync is a customer of Supered. We pay for their tool to help you make the most of our data in your HubSpot portal. We do not charge you to use Supered packages and you do not need to a paid Supered plan. 

OutboundSync provides three separate Supered packages:

Pre-configured lists that filter data using OutboundSync’s custom properties. These cover contact engagement (email activity, unsubscribes), deal tracking, company associations, and lead categorization.

Customizable templates for RevOps and sales cycles. A key workflow triggers when a contact replies to an email, branching by sentiment using Lead Categories. Workflows also automate actions based on lead status, interactions, and behaviors using OutboundSync timeline events as triggers.

A ready-to-use dashboard with insights into email volume, replies, deal attribution, and converted leads. Reports provide insights into interaction data, with some breaking down performance by campaign. Lead attribution is crucial for agencies and teams running outbound campaigns, allowing them to track performance and refine their strategies for better results. Users can customize these reports to fit their HubSpot settings and needs.

To install the Supered packages in your HubSpot portal, follow these steps:

 – Your support team at OutboundSync will provide separate links for the three Supered packages: Lists, Workflows, and Dashboards.

 – Clicking a link will take you to Supered’s site, where you will be prompted to log in using your email or HubSpot account.

 – If this is your first time using Supered, or if you are an agency installing for a client without prior installations, create a new team (ideally named after your company or client). Otherwise, join an existing team.

, it will prompt you to install the Supered Chrome extension, 

, which delivers the packages to your HubSpot portal.

 – Click the pink installation link to 

. This will open a tab in your HubSpot portal with the Sidekick extension.

within the Sidekick extension. The system will go through all fields and resources in the package.

 – Once your installation is complete, you can find the packaged items within your CRM, ready for you to explore and configure for optimal use. 

 – Follow these steps for each of the three Supered packages (Lists, Workflows, and Dashboards) to ensure all components are installed.

If an error had occurred during installation, you can locate the affected resource or item in the Sidekick panel with a detailed error message. If you need assistance, please 

How to install pre-built Supered packages

Is it possible to sync email activity using OutboundSync without including warmup emails?

Yes, and this is how OutboundSync works by default. 

But let's review an intervention that may be required for your setup if you're using EmailBison.

Email warmup is a service that includes additional activity on your email account beyond your core activity of outreach and reply handling.

OutboundSync does not provide email warmup services. OutboundSync does not connect directly to your email inboxes at all.

Email warmup activity is typically not something you want tracked inside your CRM. 

Instead you want to track it inside your email warmup service provider, which may also be your Sales Engagement Platform (e.g. Smartlead, Instantly, EmailBison).

By default, OutboundSync will not pick up warmup activity unless it is sent by your sales engagement platform to your webhook receiver in OutboundSync. 

The most important thing is to make sure that you have filtering in-place to make sure that your sales engagement platform is not picking up warmup emails and placing them in your inbox.

To prevent this, either use native warmup features (recommended) or ensure that filters are in-place for your warmup phrases (manual but also sufficient). 

By way of example, here's what the inbox filter settings page looks like in EmailBison. You would add new ignore phrases to this page:

How to exclude warmup emails

If you are a new user, be sure to work with OutboundSync support through your onboarding plan. 

If you've completed onboarding, verify your webhook configuration has not inadvertently changed. 

If you need further assistance, you can reach out to OutboundSync Support by emailing 

By following these troubleshooting steps, you can quickly diagnose and resolve common data sync issues. 

And if you have any issues at all, we are here to help.

Getting started