Video Tutorial: TimelinesAI and HubSpot Integration
In this article, you'll find all of the relevant video tutorials to configure the HubSpot Integration on TimelinesAI. You may refer to the specific points listed below the videos along with their timestamps.
🚀 Getting Started
(00:05)
Q: What does this video cover?
A: The video explains how to connect your WhatsApp account to HubSpot using TimelinesAI. The integration lets you view and reply to WhatsApp chats directly inside HubSpot and use features like pipeline stage updates and contact ownership sync.
(00:25)
Q: What do I need before starting?
A:
- Your WhatsApp account is connected to TimelinesAI.
- A TimelinesAI account created with the same email address you use in HubSpot.
- HubSpot CRM is logged in on the same browser where you’re using TimelinesAI.
🔗 Connecting HubSpot
(01:08)
Q: How do I connect HubSpot to TimelinesAI?
A: Click Connect HubSpot in TimelinesAI, select your HubSpot workspace, authorize the integration, agree to the permissions, and then confirm by clicking Connect App.
(01:45)
Q: What is the “master connection”?
A: The master connection is the main link between TimelinesAI and HubSpot. It manages chat synchronization, configuration options, and ensures that both individual users and teams sync messages without issues.
⚙️ Integration Settings
(02:13)
Q: Can HubSpot contacts be created automatically?
A: Yes. If no contact exists in HubSpot, TimelinesAI can automatically create one using the WhatsApp number in international format.
(02:32)
Q: Can new deals be created automatically?
A: Yes. If no deal is associated with a contact, the system can create a new one automatically.
(02:47)
Q: How does chat assignment work with owners?
A: When a chat is assigned to a TimelinesAI user, the system updates the contact and deal owner in HubSpot to match that user.
(03:19)
Q: Can I define which pipeline and stage new deals go into?
A: Yes. When auto-deal creation is enabled, you can select the pipeline and stage for new deals.
(03:40)
Q: What if I want to create contacts and deals manually?
A: You can disable the automatic toggles and continue creating them manually in HubSpot via forms, flows, or direct input. TimelinesAI will still sync chats with the right records.
✅ Testing the Connection
(04:16)
Q: How can I test if the integration works?
A: Use the Test button in TimelinesAI. It creates a test contact in HubSpot. If successful, you’ll see a green confirmation notification.
(04:42)
Q: What does the test contact show?
A: The test contact includes a WhatsApp phone number in international format, confirming that messages and details are syncing correctly.
📚 Support & Next Steps
(05:01)
Q: Where can I review the synchronized details in HubSpot?
A: In the next video of the series, TimelinesAI demonstrates how messages, contacts, and deals appear inside HubSpot for tracking.
Q: What if I have issues or need custom settings?
A: You can contact TimelinesAI support anytime through the in-app chat bubble. The team can help with troubleshooting, adjustments, or advanced configurations.
🚀 Getting Started
(00:05)
Q: What does this video cover?
A: It reviews what data TimelinesAI synchronizes from WhatsApp into HubSpot, including contacts, deals, chats, attachments, ownership, and group messages.
(00:18)
Q: How do I test if the integration is working?
A: Use the Test Integration button in TimelinesAI. It creates a test contact and deal in HubSpot so you can confirm data is syncing correctly.
(00:41)
Q: What conditions must be met before testing?
A:
- Your WhatsApp account must be connected to TimelinesAI.
- Auto-creation of contacts and deals must be enabled in the HubSpot integration settings.
👤 Contacts & Phone Numbers
(00:59)
Q: How are contacts created in HubSpot?
A: TimelinesAI automatically creates a contact in HubSpot with a name and phone number pulled from WhatsApp.
(01:22)
Q: How are phone numbers stored?
A: All phone numbers are synchronized in full international format (with +, country code, area code, and number). This ensures consistency with WhatsApp.
💬 Messages & Visibility
(01:41)
Q: How do I see WhatsApp chats in HubSpot?
A: Make sure the WhatsApp and WhatsApp Integration for Teams checkboxes are selected in the activity filters. Without these, chats won’t be visible.
(02:26)
Q: What details are included for each synchronized message?
A:
- Timestamp of when the message was sent
- Contact or team member name
- Message source (e.g., shared inbox, HubSpot UI, automation)
- Full message content
(03:06)
Q: Are attachments synchronized?
A: Yes. Images, files, and even voice notes are synced as attachments in HubSpot so you can track all message types.
👥 Ownership & Deals
(03:36)
Q: How is contact and deal ownership assigned?
A: If auto-assignment is enabled, the HubSpot contact and deal are assigned to the TimelinesAI user who initiated the WhatsApp chat.
(04:01)
Q: Does ownership sync work both ways?
A: No. Ownership is updated one-way from TimelinesAI → HubSpot. If you change the owner in HubSpot, it won’t sync back to TimelinesAI.
(04:17)
Q: How are deals created in HubSpot?
A: Deals are auto-created if enabled. They follow your configured pipeline and stage settings (e.g., “Sales Pipeline – Appointment Scheduled”).
👥 Group Chats
(05:25)
Q: Are WhatsApp group chats synchronized?
A: Yes. Group chats sync into HubSpot just like individual chats, with all messages, timestamps, and senders included.
(05:58)
Q: How are group chats identified in HubSpot?
A: Group chats use the group name (not phone numbers) and a WhatsApp J ID stored in the “Phone” field as a unique identifier.
(06:38)
Q: Why is the JID important?
A: The JID ensures each chat — group or individual — is uniquely identified and synchronized without conflicts.
🆘 Support
(07:02)
Q: How can I get help if something doesn’t work?
A: Use the in-app support chat bubble in TimelinesAI. The team can help with troubleshooting, pipeline settings, or custom configurations.
🚀 Getting Started
(00:05)
Q: What is the WhatsApp Live Chat view in HubSpot?
A: It’s a feature that lets you send and receive WhatsApp messages directly inside HubSpot, keeping you focused on contacts and deals without switching platforms.
(00:24)
Q: What prerequisites are required before using the live chat?
A:
- Your WhatsApp account must be connected to TimelinesAI.
- HubSpot must already be integrated with TimelinesAI.
- Team members who want access must have a TimelinesAI account and connect their HubSpot user profiles.
⚙️ Configuration
(01:02)
Q: Where do I configure the WhatsApp live chat view?
A: Open any contact or deal in HubSpot, click Customize, then adjust the layout. The live WhatsApp chat option appears in the right-hand sidebar.
(02:04)
Q: Can I reposition the chat panel?
A: Yes. By default, it appears at the bottom, but you can drag and drop it anywhere in the sidebar — for example, moving it to the top for quick access.
(01:13)
Q: Does this configuration apply only to one record?
A: No. Once configured for a single contact or deal, the live chat view is enabled for all contacts and deals in HubSpot.
💬 Messaging Features
(03:04)
Q: What kind of messages can I send?
A: You can send:
- Regular text messages
- Emojis
- Attachments (e.g., images, files)
(03:32)
Q: Are there shortcuts for sending messages?
A: Yes. Use Ctrl + Enter on Windows to send quickly.
(03:37)
Q: How do I know if a message was sent?
A: A loading loop appears briefly after sending. This confirms the message was sent, and a timestamp is added for clarity.
📑 Templates & Automation
(03:56)
Q: Can I use templates inside the chat view?
A: Yes. Press the slash ( / ) key on your keyboard to load and select from templates you’ve created in TimelinesAI, including those with emojis and special characters.
(04:00)
Q: Why are templates useful?
A: Templates save time by allowing you to reuse pre-written answers for FAQs, confirmations, reminders, or other repetitive messages.
🔎 Chat Details & Tracking
(04:40)
Q: What details are shown in the live chat view?
A: You’ll see:
- Contact name
- User sending the message
- Chat ID (unique identifier)
- Phone number in international format
(05:12)
Q: How does HubSpot track messages sent from the live chat?
A: Sent messages are logged as activities in HubSpot, marked with “Sent from HubSpot UI,” showing they originated from the live chat panel.
👥 Team & Deal Usage
(05:37)
Q: Do I need to configure the live chat separately for deals?
A: Yes, you must open at least one deal and configure the chat view there. Once done, the setting applies to all existing and future deals.
(00:37)
Q: Can team members use the live chat feature?
A: Yes, but only if they’ve connected their HubSpot user profile with their TimelinesAI account.
🆘 Support
(05:53)
Q: How can I get help if I have issues with the setup?
A: Use the in-app support bubble in TimelinesAI to contact the support team directly.
For more Information about this integration, refer to these resources:
Updated on: 10/09/2025
Thank you!