RB2B's integration with HubSpot CRM offers a range of customizable settings, enabling you to control when and how RB2B creates new contacts or companies in your HubSpot database. These settings allow you to align RB2B’s capabilities with your sales or marketing strategy, whether you adopt a Signal-First or TAM-First (Total Addressable Market) approach. Additionally, RB2B offers filtering capabilities that enable users to control which contacts are synced to HubSpot, ensuring that only relevant profiles are included. This feature is particularly useful for targeting specific leads or managing data efficiently.
By configuring these options, you ensure that your CRM remains organized and focused on high-priority leads, while eliminating unnecessary data clutter. Below, we’ll outline the key company and contact settings available in the RB2B HubSpot CRM integration and explore their use cases to help you determine the best configuration for your needs.
Company-Only Profiles Settings
1. Sync company-only profiles
Options
On (Default)
Off
Function
When On, RB2B will create a single “Anonymous Visitor” Contact under the identified Company/Account when only company-level information is available (i.e., no individual contact could be resolved). This allows anonymous page view activity to still be captured and logged under that Company in your CRM.
Who Would Benefit From This Setting Being On?
Businesses that want to maintain visibility into account-level engagement even when individual visitor identification is not possible. This setting helps:
Marketing teams track anonymous interest from known accounts, which can inform account-based marketing (ABM) strategies.
Sales teams see early signs of activity from target companies, even if no named contact is identified yet.
Analytics users gain a fuller picture of total company activity across the funnel, not just from identified leads.
Who Would Benefit From This Setting Being Off?
Teams that only want to capture data tied to fully identified individuals and prefer to avoid cluttering their CRM with anonymous or partial records. This setting is better for:
Sales teams that prioritize clean pipelines and only work with fully qualified leads.
Operations teams managing tight CRM hygiene standards.
Businesses with strict data quality controls or compliance requirements that discourage storing partial records.
Company Settings
1. If RB2B identifies a Company that does not already exist in HubSpot, what happens?
Options
Create a new Company (Recommended)
Ignore
Who Would Benefit From This Setting Being On?
Users who want to collect and track data on all companies identified by RB2B, even if the company is not already in their HubSpot database.
Teams focused on prospecting or expanding their database of potential business accounts.
Who Would Benefit From This Setting Being Off?
Users who already have a comprehensive list of target companies in their HubSpot CRM and prefer to prevent the creation of new, non-targeted companies.
Teams aiming to limit their HubSpot data to pre-qualified or pre-approved companies to reduce clutter.
Contact Settings
1. When an individual is identified that doesn’t exist in HubSpot, what happens?
Options
Create a new Contact (Recommended)
Ignore
Who Would Benefit From This Setting Being On?
Users looking to collect information on all website visitors identified by RB2B, even if they are brand new to the system.
Businesses prioritizing comprehensive lead collection for broader engagement or outreach campaigns.
Who Would Benefit From This Setting Being Off?
Users who prefer RB2B to update existing contacts only and avoid creating new ones. For example, RB2B would enrich known contacts with additional details and activity history (such as page views or other behavioral insights), but would not add completely new entries.
Teams focused on maintaining a clean database, only capturing leads that have been pre-qualified or already engaged.
2. If an individual is identified without a company, what happens?
Options
Create a new Contact (Recommended)
Ignore
Who Would Benefit From This Setting Being On?
Users who want to collect contact information for all visitors, regardless of whether RB2B can identify the visitor’s company. This is particularly useful for teams seeking to build lead pipelines, even when company details are incomplete.
Businesses that rely on nurturing individual contacts over time, gradually enriching their data.
Who Would Benefit From This Setting Being Off?
Users who require company association as a prerequisite for contact creation. For instance, sales teams that exclusively focus on engaging leads tied to specific target companies or industries may find this setting beneficial.
Organizations concerned about cluttering their CRM with incomplete records lacking actionable data.
3. If an individual is identified but does not have an email address, what happens?
Options
Create as a new Contact without an email address
Ignore (Recommended)
Who Would Benefit From This Setting Being On?
Businesses that want to capture and engage with potential leads, even if an email address is unavailable, would benefit from enabling this setting. This is particularly useful for sales and marketing teams that prioritize building comprehensive contact records in HubSpot based on other professional details, such as name, company, job title, and LinkedIn profile. By allowing RB2B to create contacts without an email address, businesses can still track interactions, assign follow-ups, and leverage other communication channels like phone calls or LinkedIn outreach.
Who Would Benefit From This Setting Being Off?
Companies that rely on email as their primary method of communication or use automated email workflows in HubSpot may prefer to keep this setting off. If a contact is created without an email address, it may disrupt existing automation, segmentation, or lead nurturing campaigns that require email-based identification. Additionally, businesses that prioritize data cleanliness and want to avoid creating incomplete contact records may opt to disable this feature to ensure that only fully qualified leads are added to their CRM.
4. How do you want a Contact’s state to be formatted?
Options
Abbreviated States [e.g. NY, TX]
Full state name [e.g. New York, Texas]
Why This Matters
Some HubSpot accounts are configured to accept U.S. state data in a specific format—either as the full state name (e.g., California) or the two-letter abbreviation (e.g., CA), but not both.
By default, RB2B sends state information in its abbreviated form. If your HubSpot account is set to accept only full state names, it will reject the incoming data from RB2B.
Best Practices for Configuring These Settings
When adjusting your RB2B-HubSpot integration settings, consider the following:
Align With Your Strategy: If your goal is to expand your lead pool and prospect broadly, leaving these settings “on” is advantageous. However, if your priority is to focus on specific accounts or minimize data clutter, toggling certain settings “off” may be better suited for your needs.
Review Data Quality Regularly: Regardless of your settings, it’s important to periodically review the data RB2B generates in your HubSpot CRM. This ensures you maintain high-quality records while identifying opportunities for deeper engagement with key leads or accounts.
Leverage Contact and Company Data: Use RB2B’s insights to create targeted workflows, personalized marketing campaigns, or detailed sales reports in HubSpot. Enriching your CRM with actionable insights can significantly enhance the efficiency of your marketing and sales efforts.
Test and Refine Settings Over Time: Your business needs may change, so it’s important to revisit and tweak these settings to ensure they continue to align with your objectives.
Manage Filters Effectively: Use RB2B’s filtering options to ensure that only relevant contacts are synced to HubSpot. Regularly review and adjust filters to align with your evolving target audience and business goals.
By customizing these settings, RB2B’s HubSpot CRM integration can become a powerful tool to help you identify, enrich, and engage with the most valuable leads for your business. Proper configuration ensures that your CRM reflects your strategic priorities, helping you stay organized and focused on high-impact opportunities.
How to Filter and Manage Contact Syncing Between RB2B and HubSpot CRM
RB2B offers robust integration capabilities with HubSpot CRM, allowing users to customize how contacts are synced. This guide explains how to filter contacts, troubleshoot syncing issues, and configure advanced settings for optimal integration.
Setting Up Filters for Syncing
To filter contacts for syncing to HubSpot:
Create or Use a Tag-Based Filter: Define a filter, such as a "Hot Leads" tag, to identify the contacts you want to sync. For example, you can create a filter for contacts from companies with over 500 employees or those in specific industries like finance or banking.
Apply the Filter to HubSpot Integration: Ensure the filter is applied to the HubSpot integration. This can be done by selecting HubSpot under the "Apply to Integration" settings. Only contacts matching the filter criteria will be synced.
Set Up Notifications: Use HubSpot’s workflows to receive alerts when a tagged contact is synced. This helps you stay informed about important updates.
Troubleshooting Common Issues
If you encounter issues with syncing:
Contacts Outside the Filter Are Syncing: This usually happens when the filter isn’t correctly applied to the HubSpot integration. Edit the filter settings and ensure HubSpot is included in the restriction or target list. Save and apply the changes to resolve the issue.
Low Number of Synced Contacts: If only a small number of contacts are syncing, it may be due to restrictive filter criteria. Review and adjust the filter to ensure it aligns with your target audience.
Advanced Configurations
For users who prefer manual syncing or need more control:
Manual-Only Syncing Workaround: While RB2B doesn’t offer a native manual-only sync mode, you can create a filter with criteria that no real visitor would match (e.g., a tiny company size in an unlikely location). Configure the integration to auto-sync only profiles matching this filter. With no automatic matches, you can manually push reviewed profiles to HubSpot.