Zapier Automation #2: HubSpot and WhatsApp
Using our native Zapier integration, you can easily integrate HubSpot with WhatsApp on TimelinesAI. With Zapier, you can connect HubSpot to TimelinesAI and set up triggers for different actions. For example, you can send automated WhatsApp messages to your contacts whenever something changes in HubSpot.
This native Zapier integration is available on all TimelinesAI plans. You can try it for free with no credit card or extra setup required. It works seamlessly with any WhatsApp number!
The documentation presents step-by-step demonstrations to ensure you can easily configure and manage these automated workflows.
Prerequisites
Navigation
Create Custom Workflow for HubSpot
Sending a WhatsApp Message When a New Deal is Created in HubSpot
Action: Send a Message to Existing/New Chat in TimelinesAI when New Deal in HubSpot
Generate a New TimelinesAI Token ID
Let’s get started 🚀
To get started creating Workflow Rules in HubSpot, you'll need a few essential tools. You must integrate these tools to automate tasks, streamline communication, and make your workflow more efficient.
TimelinesAI Workspace Account with WhatsApp Integration — It makes sure you can send automated WhatsApp messages based on trigger workflow actions.
HubSpot — It’s a CRM & marketing platform that helps you manage customer relationships & track sales activities. You can trigger automated actions based on contact properties, deals, or tasks in HubSpot by integrating it with TimelinesAI.
Once these tools are connected, you’ll be able to create smooth, automated workflows that save you time and improve customer engagement.
Zapier provides a seamless way to integrate HubSpot/TimelinesAI with TimelinesAI/HubSpot. From the navigation menu, you can access Zapier and set up trigger events and action events to connect TimelinesAI with HubSpot and streamline your processes.
In this demonstration, we will guide you how to access Zapier in TimelinesAI.
You can create Zaps with various triggers and actions for HubSpot/TimelinesAI based on your specific needs, allowing you to automate workflows seamlessly. Whether you want to sync contacts, track conversations, update deal stages, or set up notifications, you can customize Zaps to streamline processes efficiently. Additionally, you can explore pre-built templates to simplify setup and get started quickly.
For instance, you can configure a Zap to send automatic messages when a deal stage changes, assign messages to specific team members based on CRM data or log WhatsApp conversations directly in HubSpot.
Before setting up the automation, you must configure the trigger. The trigger is the event that starts the workflow, such as receiving a new message or updating a record. This ensures the automation runs at the right time. Once approved, it will retrieve the necessary data to proceed. You also need to integrate TimelinesAI with Zapier to enable seamless communication.
If you are configuring the trigger for the first time, Zapier will ask your permission to access information from your HubSpot account. Once you approve it, Zapier will gather data from your HubSpot account. You must also integrate TimelinesAI with Zapier.
In this demonstration, we will guide you how to configure the trigger to create custom workflows for HubSpot.
While setting up the trigger, you need to configure the trigger event, which may have different fields to complete based on the event type. Below are the configuration details:
After setting up the trigger, the next step is configuring the following actions. This determines what happens once the trigger is activated. In this case, it will involve sending a WhatsApp message through TimelinesAI, ensuring timely and automated communication.
If you are configuring the action for the TimelinesAI for the first time, you will need the TimelinesAI’s Token ID to integrate with the other platforms. For more information on generating a new Token ID, refer to the section - Generate a New TimelinesAI Token ID.
In this demonstration, you will learn how to configure the action.
While setting up the action, you need to configure the action event, which may have different fields to complete based on the event type. Below are the configuration details:
You can create Zaps with various triggers and actions for HubSpot/TimelinesAI based on your specific needs. Here we are going to create zap for:
Send a message to a new chat in TimelinesAI when a new deal is created in HubSpot
Send a message to an existing chat in TimelinesAI when a new deal is created in HubSpot
Whenever you add a new deal in HubSpot, an automated WhatsApp message will be sent to the selected recipient. This helps keep your customers or team members updated without needing to send messages manually.
For example, if a new deal is created for a customer, they can instantly receive a welcome message or an update about the next steps. Similarly, your team can also get notified instantly so they can take action.
To set up the trigger, connect your HubSpot account to Zapier, granting the necessary permissions for access. Once linked, your account will be ready for automation.
You can also customize the trigger by selecting specific properties to retrieve from HubSpot. For new deals, keeping it simple is recommended, but you can add extra properties if needed for your workflow.
In this demonstration, you will learn how to configure the trigger.
Now, you'll set up what happens after the trigger. When a new deal is created in HubSpot, this action will automatically send a WhatsApp message through TimelinesAI. You can choose whether the message goes to a new chat or an existing one, making communication easier and more efficient.
Given how HubSpot works within Zapier, there are some extra steps that must be taken before working on the final action on TimelinesAI. You'll need to set a couple of pre-actions, in order for Zapier to retrieve the information, like the contact's, that you'll need for the message that you'll be sending on TimelinesAI. We'll go over these here:
To complete your Zap setup, you need to add an action. The first step is to find associations within your HubSpot deal. This links the deal to related contacts or companies, ensuring the right information is used when sending a WhatsApp message through TimelinesAI.
To complete the Zap setup, the contact information from HubSpot needs to be retrieved. This ensures that the correct phone number is linked to the deal, allowing automated WhatsApp messages to be sent to the right recipient. Automating this process helps maintain accuracy and saves time in managing communications.
After completing the initial setup, it's time for the final step—configuring the main action that follows the trigger. In this step, you'll set up the automation to send a WhatsApp message through TimelinesAI whenever a new deal is created in HubSpot.
You can choose whether to send the message to an existing chat or a new chat. This ensures that your contacts receive timely updates without manual effort, helping streamline communication and keeping your workflow efficient.
To send a message to a new chat on TimelinesAI, you must start a conversation within that chat. This feature is crucial for establishing new conversations, providing context, or offering information to users or clients on the platform. It allows seamless engagement, efficient management of multiple chats, and timely responses.
This step sets up an automation to send a WhatsApp message to a new chat in TimelinesAI whenever a new deal is created in HubSpot. It ensures your contacts get instant updates without manual effort, helping streamline communication and improve efficiency.
This step sets up an automation to send a WhatsApp message to an existing chat in TimelinesAI whenever a new deal is created in HubSpot. It ensures your contacts receive timely updates without manual effort, improving communication and efficiency.
When sending a message to an existing chat, you need to take an extra step. Before the final step, you need to add another action to your Zap. This additional action ensures that the correct chat is identified before sending the message, making the automation work smoothly.
Sending a message to an existing chat on TimelinesAI requires an additional step, which will be discussed in detail after we go over sending a message to a new chat.
Now, it's time to set up the final action—sending a WhatsApp message to an existing chat in TimelinesAI. In this step, you'll find several fields in the Set up action section, where you can enter the necessary details to ensure the message is sent correctly.
You have successfully connected HubSpot with TimelinesAI (WhatsApp) using Zapier. Now, your automation is set up, and messages will automatically be sent based on new HubSpot deals.
Generating a new TimelinesAI Token ID is important for securely accessing the platform. The new token ensures the system can verify your identity, manage access permissions, and monitor usage activities.
In this demonstration we will guide you how to generate a new TimelinesAI token ID:
You can explore our ready-to-use Zap templates:
Send a Message to a New Chat in TimelinesAI when a New Deal is Created in HubSpot
Send a Message to an Existing Chat in TimelinesAI when a New Deal is Created in HubSpot
If you have any questions, our support team is here to help! Contact us via Chat Support or email us at hello@timelines.ai for further assistance.
This native Zapier integration is available on all TimelinesAI plans. You can try it for free with no credit card or extra setup required. It works seamlessly with any WhatsApp number!
The documentation presents step-by-step demonstrations to ensure you can easily configure and manage these automated workflows.
Prerequisites
Navigation
Create Custom Workflow for HubSpot
Sending a WhatsApp Message When a New Deal is Created in HubSpot
Action: Send a Message to Existing/New Chat in TimelinesAI when New Deal in HubSpot
Generate a New TimelinesAI Token ID
Let’s get started 🚀
Prerequisites
To get started creating Workflow Rules in HubSpot, you'll need a few essential tools. You must integrate these tools to automate tasks, streamline communication, and make your workflow more efficient.
TimelinesAI Workspace Account with WhatsApp Integration — It makes sure you can send automated WhatsApp messages based on trigger workflow actions.
HubSpot — It’s a CRM & marketing platform that helps you manage customer relationships & track sales activities. You can trigger automated actions based on contact properties, deals, or tasks in HubSpot by integrating it with TimelinesAI.
Once these tools are connected, you’ll be able to create smooth, automated workflows that save you time and improve customer engagement.
Navigation
Zapier provides a seamless way to integrate HubSpot/TimelinesAI with TimelinesAI/HubSpot. From the navigation menu, you can access Zapier and set up trigger events and action events to connect TimelinesAI with HubSpot and streamline your processes.
In this demonstration, we will guide you how to access Zapier in TimelinesAI.
Create Custom Workflow for HubSpot
You can create Zaps with various triggers and actions for HubSpot/TimelinesAI based on your specific needs, allowing you to automate workflows seamlessly. Whether you want to sync contacts, track conversations, update deal stages, or set up notifications, you can customize Zaps to streamline processes efficiently. Additionally, you can explore pre-built templates to simplify setup and get started quickly.
For instance, you can configure a Zap to send automatic messages when a deal stage changes, assign messages to specific team members based on CRM data or log WhatsApp conversations directly in HubSpot.
Configure the Trigger
Before setting up the automation, you must configure the trigger. The trigger is the event that starts the workflow, such as receiving a new message or updating a record. This ensures the automation runs at the right time. Once approved, it will retrieve the necessary data to proceed. You also need to integrate TimelinesAI with Zapier to enable seamless communication.
If you are configuring the trigger for the first time, Zapier will ask your permission to access information from your HubSpot account. Once you approve it, Zapier will gather data from your HubSpot account. You must also integrate TimelinesAI with Zapier.
In this demonstration, we will guide you how to configure the trigger to create custom workflows for HubSpot.
While setting up the trigger, you need to configure the trigger event, which may have different fields to complete based on the event type. Below are the configuration details:
| Trigger Events | Type | Description |
|---|---|---|
| Company Recently Created or Updated | Polling | Triggers when a company is recently created or updated. |
| Contact Recently Created or Updated | Polling | Triggers when a contact is recently created or updated. |
| Deal Property Change | Polling | Triggers when a specified property is provided or updated on a Deal. |
| Email Subscriptions Timeline | Polling | Triggers when a new email timeline subscription is added to the portal. |
| Line Item Recently Created or Updated | Polling | Triggers when a line item is recently created or updated. |
| New Company | Polling | Triggers when a new company is available. |
| New Company Property Change | Instant | Triggers when a specified property is provided or updated on a company. |
| New Contact | Polling | Triggers when a new contact is available. |
| New Contact in List | Polling | Triggers when a contact is added to the specified list. |
| New Contact Property Change | Instant | Triggers when a specified property is provided or updated on a contact. |
| New COS Blog Article | Polling | Triggers when a new article is added to your COS blog. |
| New Custom Object | Instant | Triggers when a new custom object is created. |
| New Custom Object Property Change | Instant | Triggers when a specified property is provided or updated on a custom object |
| New Deal | Instant | Triggers when a new Deal is created. |
| New Email Event | Polling | Triggers when all, or some specific new email event is available. |
| New Engagement | Polling | Triggers when a new engagement is created. |
| New Form Submission | Instant | Triggers when a form is submitted. |
| New Line Item | Polling | Triggers when a new line item is available. |
| New Product | Polling | Triggers when a new product is available. |
| New Social Media Message | Polling | Triggers when a message is posted from HubSpot to the specified social media channel. |
| New Ticket | Polling | Triggers when a new ticket is available. |
| New Ticket Property Change | Polling | Triggers when a specified property is provided or updated on a ticket. |
| Product Recently Created or Updated | Polling | Triggers when a product is recently created or updated. |
| Updated Deal Stage | Polling | Triggers when a deal enters a specified stage. |
Configure the Action
After setting up the trigger, the next step is configuring the following actions. This determines what happens once the trigger is activated. In this case, it will involve sending a WhatsApp message through TimelinesAI, ensuring timely and automated communication.
If you are configuring the action for the TimelinesAI for the first time, you will need the TimelinesAI’s Token ID to integrate with the other platforms. For more information on generating a new Token ID, refer to the section - Generate a New TimelinesAI Token ID.
In this demonstration, you will learn how to configure the action.
While setting up the action, you need to configure the action event, which may have different fields to complete based on the event type. Below are the configuration details:
| Action Event | Category | Description |
|---|---|---|
| Close Chat | Create | Closes a chat. |
| Send File to Existing Chat | Create | Sends a file to an existing chat. |
| Send a Message to the Existing Chat | Create | Sends a message to an existing chat. |
| Send a Message to the New Chat | Create | Sends a message to a new chat. |
| Send Uploaded File to Existing Chat | Create | Sends an uploaded file to an existing chat. |
| Find Chat | Search | Finds a chat. |
| Find Message | Search | Finds a message. |
| Find Message Status | Search | Finds the status of a message |
| Find Uploaded File | Search | Find an uploaded file. |
| Find WhatsApp Account | Search | Find a WhatsApp account. |
You can create Zaps with various triggers and actions for HubSpot/TimelinesAI based on your specific needs. Here we are going to create zap for:
Send a message to a new chat in TimelinesAI when a new deal is created in HubSpot
Send a message to an existing chat in TimelinesAI when a new deal is created in HubSpot
Sending a WhatsApp Message When a New Deal is Created in HubSpot
Whenever you add a new deal in HubSpot, an automated WhatsApp message will be sent to the selected recipient. This helps keep your customers or team members updated without needing to send messages manually.
For example, if a new deal is created for a customer, they can instantly receive a welcome message or an update about the next steps. Similarly, your team can also get notified instantly so they can take action.
Configure the Trigger
To set up the trigger, connect your HubSpot account to Zapier, granting the necessary permissions for access. Once linked, your account will be ready for automation.
You can also customize the trigger by selecting specific properties to retrieve from HubSpot. For new deals, keeping it simple is recommended, but you can add extra properties if needed for your workflow.
In this demonstration, you will learn how to configure the trigger.
Configure the Action
Now, you'll set up what happens after the trigger. When a new deal is created in HubSpot, this action will automatically send a WhatsApp message through TimelinesAI. You can choose whether the message goes to a new chat or an existing one, making communication easier and more efficient.
Given how HubSpot works within Zapier, there are some extra steps that must be taken before working on the final action on TimelinesAI. You'll need to set a couple of pre-actions, in order for Zapier to retrieve the information, like the contact's, that you'll need for the message that you'll be sending on TimelinesAI. We'll go over these here:
Add an Action to your Zap 1/2: Find Associations within your Deal:
To complete your Zap setup, you need to add an action. The first step is to find associations within your HubSpot deal. This links the deal to related contacts or companies, ensuring the right information is used when sending a WhatsApp message through TimelinesAI.
Add an Action to your Zap 2/2: Getting the Contact Information from HubSpot:
To complete the Zap setup, the contact information from HubSpot needs to be retrieved. This ensures that the correct phone number is linked to the deal, allowing automated WhatsApp messages to be sent to the right recipient. Automating this process helps maintain accuracy and saves time in managing communications.
Action: Send a Message to Existing/New Chat in TimelinesAI when New Deal in HubSpot
After completing the initial setup, it's time for the final step—configuring the main action that follows the trigger. In this step, you'll set up the automation to send a WhatsApp message through TimelinesAI whenever a new deal is created in HubSpot.
You can choose whether to send the message to an existing chat or a new chat. This ensures that your contacts receive timely updates without manual effort, helping streamline communication and keeping your workflow efficient.
Sending a Message to a New Chat on TimelinesAI:
To send a message to a new chat on TimelinesAI, you must start a conversation within that chat. This feature is crucial for establishing new conversations, providing context, or offering information to users or clients on the platform. It allows seamless engagement, efficient management of multiple chats, and timely responses.
This step sets up an automation to send a WhatsApp message to a new chat in TimelinesAI whenever a new deal is created in HubSpot. It ensures your contacts get instant updates without manual effort, helping streamline communication and improve efficiency.
Sending a Message to an Existing Chat on TimelinesAI:
This step sets up an automation to send a WhatsApp message to an existing chat in TimelinesAI whenever a new deal is created in HubSpot. It ensures your contacts receive timely updates without manual effort, improving communication and efficiency.
When sending a message to an existing chat, you need to take an extra step. Before the final step, you need to add another action to your Zap. This additional action ensures that the correct chat is identified before sending the message, making the automation work smoothly.
Sending a message to an existing chat on TimelinesAI requires an additional step, which will be discussed in detail after we go over sending a message to a new chat.
Now, it's time to set up the final action—sending a WhatsApp message to an existing chat in TimelinesAI. In this step, you'll find several fields in the Set up action section, where you can enter the necessary details to ensure the message is sent correctly.
You have successfully connected HubSpot with TimelinesAI (WhatsApp) using Zapier. Now, your automation is set up, and messages will automatically be sent based on new HubSpot deals.
Generate a New TimelinesAI Token ID
Generating a new TimelinesAI Token ID is important for securely accessing the platform. The new token ensures the system can verify your identity, manage access permissions, and monitor usage activities.
In this demonstration we will guide you how to generate a new TimelinesAI token ID:
You can explore our ready-to-use Zap templates:
Send a Message to a New Chat in TimelinesAI when a New Deal is Created in HubSpot
Send a Message to an Existing Chat in TimelinesAI when a New Deal is Created in HubSpot
If you have any questions, our support team is here to help! Contact us via Chat Support or email us at hello@timelines.ai for further assistance.
Updated on: 17/02/2025
Thank you!