Hubspot Integration Instructions

If you use Hubspot to send marketing emails to your customers, then you can use our integration to automatically pass program-related data directly into your Hubspot account! Sending rewards and referral program-related emails directly from Hubspot makes it easier to manage your marketing drips, ensure that customers receive the right email at the right time, and better target customers based on their program status.

For more on the advantages of sending program-related emails through your email marketing account, we would recommend this blog post!

Setting Up the Integration

To get started, head into the Settings section of your Swell account, and select Hubspot from the dropdown menu in the Integrations box. When you do so, you'll receive a confirmation prompt, and then be taken to Hubspot to authenticate your account:


Once you're logged in to your Hubspot account, Swell will automatically begin transferring program data into Hubspot!

As you set up each Workflow related to your rewards or referral program in Hubspot, you'll have to come back to this screen to enter in a bit of data. That way, we'll be able to automatically enroll customers in Workflows as we send event data over to Hubspot.

We'll provide detailed instructions on how to add the Workflow ID to your Swell account at the end of this article. But first, let's dive into how to set up Workflows in Hubspot based on your Swell data!

What's Going to Show Up in My Hubspot Account?

In general, there are two types of information that Swell passes into Hubspot:
  1. Properties - This is any pertinent Swell data about the customer (e.g. point balance, unique referral link, etc.). Each time it updates (for example, if a customer earns more points), Swell will automatically it in Hubspot as well.
  2. Events - These are one-time occurrences which you can use to trigger specific program-related emails. For example, we have a "Redemption Reminder" event, which you can set to send when somebody has enough points for a discount, but hasn't redeemed their points in a certain period of time (which we've found is extremely helpful in getting them to come back and shop).

Because of the way that Hubspot is structured to handle incoming data, you'll see all of this information in the Properties section for a given contact:

If you expand the "Swell Information" section in the All Properties list, you'll see all of the data we've sent over for a given customer:

Which Emails Do You Recommend Setting Up in My Hubspot Account?

Using a combination of your properties and events data, there are an incredibly wide variety of emails you can send using the Swell-Hubspot integration. This section describes some of the most popular emails we recommend sending, and includes the appropriate code / email tags you'll need to place the appropriate program data in each email.

Standard Emails with Program Data

Want to send customers an email with their referral link? Or include their up-to-the-minute point balance? No problem! Inserting a bit of program data into a Hubspot email is very straightforward -- Hubspot calls this a "Personalization Token".

When editing your email in Hubspot, place your cursor where you want to insert your program data, click Insert, and then click Insert Personalization Token:

Then, select Contact from the Category dropdown, and select the Property you'd like to include.

Here are a couple of emails which you might want to send with your rewards and referral program data:

Encourage Customers to Share Their Referral Link

We highly encourage you to send an email to your customers with their unique referral link. Upon receiving your email, they can forward it directly along to all of their friends, and hopefully earn you tons of referral-based business in the process!

Wherever you'd like to include the customer's unique referral link in your email, just use the Swell Referral Link property.

Update Customers on Their Point Balance

In almost any of your emails, it's never a bad idea to update your customers on their point balance! To do so, just use the Swell Point Balance property. Note that there's also a Swell Points Earned property, which is the total number of points the customer has earned in their lifetime.

Trigger-Based Emails ("Workflows")

Instead of sending emails to customers via Swell when they complete program-related "events", you can send them directly via Hubspot instead! 

All trigger-based emails should be set up as Workflows in your Hubspot account. In Hubspot, click on the Create a New Email button, and in the Recipients section, select the Save for Automation option:

From there, you'll be prompted to create a new Workflow. Title it the name of the Swell event (in this case we're using Coupon Earned as an example), and select the Standard Workflow type:

Once you've set up the Workflow, choose to Manually enroll contacts, and then choose the Send an Email action from the dropdown menu which asks what action you'd like to add to the Workflow:

Just select the email you created at the beginning of the Workflow creation process when prompted.

There is just one more important step to follow in order to ensure that Swell is able to send events over to Hubspot properly. When creating the Workflow, the URL in your browser will contain a unique ID -- Swell needs that ID to correctly trigger the Workflow email you've just set up in Hubspot. 

In your web browser, the URL will look something like this:

You want the second string of numbers in the URL (highlighted in the screenshot above). Just highlight those numbers with your mouse and Copy them.

Remember at the beginning of these instructions we said you'd need to add some data back into your Swell account at some point? The time has arrived!

Head back into the Settings section of your Swell account, where you'll now see the Hubspot integration enabled. Then, click on the Settings button:

That will bring up the Edit Settings menu, where you can select the event you've set up an email for and enter in the ID which you copied from the URL:

Once you've added the ID into the Settings section of your Swell account, you're all set -- as soon as that event hits Swell, we'll send the notification over to Hubspot, and it will automatically trigger the email you've created! 

In the section below, we'll dive into each of the trigger-based emails that you can send via Hubspot.

Here's how to set up each of those trigger-based emails, including the Properties we'd recommend inserting in each one:

Referrer Share Link via Email

When one of your customers decides they'd like to share their their referral link with a friend via email, you can trigger the email directly via Hubspot. Remember, this email will be coming from your business to a potentially new customer, so you'll want to word it accordingly. 

To include the referrer's unique referral link:

Swell Referral Link

We would also recommend including the first name of the referrer to make it a bit more personal.

Referrer Thank You ("Referral Completed")

This email will send automatically to a referrer as soon as their friend makes a purchase. Make sure to express your gratitude for the new business! 

To include the email of the friend who made a purchase using the referrer's link:

Swell Latest Referred Customer Name

Swell Latest Referred Customer Email
Almost Enough Points to Earn a Reward ("Points Reminder")

When a customer has more than 0 points, but hasn't earned or redeemed in a while, you can trigger this email to encourage them to come back to the store (and hopefully make a purchase). 

To include how many points the customer needs in order to earn their next reward:

Swell Points Needed
Enough Points to Earn a Reward ("Redemption Reminder")

When a customer has enough points for a reward, but hasn't been active in a certain amount of time, you can trigger this email to encourage them to come back and spend their points. Note that this is very similar to the Points Reminder email, but will trigger when the customer does actually have enough points for a reward. 

To include the discount that the customer can earn in exchange for their points:

Swell Redemption Name
Happy Birthday

If you're using our "Happy Birthday" campaign to give customers points on their birthday, use the corresponding event to automatically send the customer an email on their big day.

There isn't any event-related data to include here, but adding their first name is never a bad idea :) 

To do that, you'd just use the existing First Name tag already available in Hubspot.

Customer Redeemed Points for a Coupon ("Coupon Earned")

When a customer redeems their points for a discount, we'd recommend sending them an email with their coupon code (Note: if you're using our point redemption at checkout feature, we would not recommend sending this email). 

It's a great reminder that they've taken a positive action with the store, and is helpful to the customer in case they have trouble locating the code on your site.

To include the coupon code itself, use:

Swell Latest Coupon Code

Just keep in mind that some parameters for event-related emails (e.g. the amount of time we should wait before determining that a customer qualifies for the Redemption Reminder email) should be set up in the Email Notifications section of your Swell account. Then, when the person qualifies for the event, we'll automatically send it to Hubspot!