By connecting iClosed with your HubSpot account, you will be able to seamlessly transfer the most important data to your CRM.
HubSpot native integration is available to Business/Enterprise users.
For Startup users, this integration is possible with Zapier (learn more about iClosed pricing and feature breakdown here).
See below the detailed tutorial on how to connect it, the data you'll receive from iClosed, including detailed guidelines on where the data will be mapped inside HubSpot.
How to connect HubSpot with iClosed
Here's how you can integrate your 
iClosed scheduler with HubSpot to create or update contacts and add them to your Sales Pipeline. Here's the video tutorial:
Step-by-step Guide
Step-by-step Guide
Navigate to 
Integrations page and do the following steps and click on the "Connect" button to get started:
A new window will appear from which you'd need to take the following steps:
Enter HubSpot account login information
Click on the "Connect App" button to complete connection
If everything is connected, a confirmation message will appear that integration is successful. If not, please repeat the above steps and make sure that your Hubspot account is connected and ready to use in iClosed.
Once connected, you will see the Configuration page and select all the events you want to send data from, as well as the type of data you want to sync.
And below you'll find all the triggers for your contact data to be synced:
This is where you can:
Let iClosed automatically create and map fields according to the events selected above (Basic setup).
Manually map your iClosed data to Hubspot custom fields.
This is a better option if you want to send additional data and Invitee questions to HubSpot (Advanced setup).
Please note: every new Event you add will have to be selected in the Integration dropdown.
Below you will see how the data will be mapped and sent with Automatic and Manual mapping and the difference between the two:
Automatic Mapping (Basic)
Automatic Mapping (Basic)
Automatic field mapping between iClosed and HubSpot allows you to send specific data, such as Event Details or basic information collected from contacts with corresponding fields in HubSpot.
Have iClosed Automatically Create and Map Fields
With this option, iClosed will handle the entire setup and mapping process between iClosed and HubSpot. Choosing this option saves you time and helps you sync only the most important data with one click. This includes key information such as:
Event details
Invitee Contact information
Closer Owner (Host) Name and Email
Invitee and Closer Timezone
Manual Mapping (Advanced)
Manual Mapping (Advanced)
Mapping Custom Fields:
If you'd like to map your iClosed Invitee Questions (event custom fields) to HubSpot custom fields, you have to select the Manual mapping option.
You can choose to map these to your custom fields in HubSpot:
Event Name
Invitee Email
Closer (Host) Email
Scheduled Call Time
Closer Owner
Meeting Link
Invitee Timezone
Closer Timezone
Invitee Questions
Here's a quick walkthrough video of how to manually map iClosed data to your custom HubSpot fields:
Testing integration
After Integrating HubSpot CRM, to ensure everything works:
Navigate to
AI Scheduler → Events, click to open any scheduler from the Event page and book a call
Go to HubSpot → Contacts and search for the test contact
Verify:
✅ Contact was created
✅ Contact fields are showing
Important Notes
Sync usually happens instantly, but may take up to 2 minutes.
This integration is one-way (iClosed → HubSpot). Changes made later in HubSpot will not update back in iClosed.
If you don't see some custom fields (e.g. UTMs, links, additional contact details), they need to be created in HubSpot first and mapped out via Zapier or Make integration.
Data transferred from iClosed to HubSpot CRM
Default fields that will be sent to HubSpot
By default, iClosed will automatically send below mentioned data to HubSpot, but in case you would like to map custom fields, you will be able to do that as well.
Here's what's going to be mapped and sent to Hubspot automatically:
Contact Details
Call Details
Deal Details
Call Outcome
Call Rescheduling
Call Cancellation
Contact statuses in iClosed will be mapped to:
HubSpot column Life Cycle
How it works
When a new lead is captured in iClosed (for example, someone fills in part of your booking form), the integration updates or creates a contact in HubSpot and automatically sets the corresponding Lifecycle Stage.
As the lead progresses (Qualified → Call Booked → etc.), HubSpot updates the contact’s Lifecycle Stage automatically based on the lead’s latest status in iClosed.
This ensures your HubSpot pipeline view (Contacts → Lifecycle Stage column) always reflects your iClosed lead progression.
You can customize your Lifecycle Stage names in HubSpot if you follow a different funnel structure (e.g., replacing “Marketing Qualified Lead” with “Qualified”).
However, if you customize these names, you must update your mapping in Zapier or Make to match the new internal HubSpot Lifecycle Stage values.
HubSpot column Lead Status
In HubSpot, you can also update Lead Status Fields so they're showing the same statuses as in your iClosed Account.
Navigate to Settings → Manage Contact Properties → Lead Status → Field Type → Edit Label
Pro tip
in HubSpot Contact page, click on "Edit Columns" so you can easily access all data sent from iClosed (Event Name, Lead Status, Closer Owner and Deals). This will show you all the relevant data in one place in the Contacts table.
Data sent per iClosed lead status - Potential
When a prospect enters a phone number or email but doesn’t finish the form.
Data transferred – Contacts page
Data transferred – Contacts page
Lead fields
Name – Full name collected from iClosed booking form
Email – Lead’s email address (if entered)
Phone Number – Lead’s phone number (if entered)
Lead Status – by default it's NEW, but it can be adjusted to match iClosed lead status (i.e., POTENTIAL)
Event Name – Name of the event the lead interacted with
Scheduled Call Time (GMT+1) – will be empty until you schedule the lead for a specific time and date
Contact → Deals – Shows product or service sold if it's added in iClosed.
It will remain empty until outcome is added to the call in iClosedRecent Deal Amount – 0
Lifecycle Stage – Updated automatically based on default HubSpot lead stages (in this case Lead)
UTM_Source – will only be captured once a call is booked and UTM tags are included in the booking URL.
Custom Form Questions – will remain empty until a Setter manually adds answers after calling a potential lead
Meeting Link – The booking link (Zoom, Google Meet, or Call) generated only when the call is scheduled
Closer Owner – The iClosed team member (host) assigned to the booked call (appears in HubSpot as the Contact Owner) will be empty until a call is booked.
Important Notes
Not all fields will appear by default in HubSpot. You can view them by clicking Edit Columns in your Contacts view and enabling the desired properties (e.g., UTM fields, Event Name, iClosed fields including custom form questions).
Data sent per iClosed lead status - Qualified / Disqualified
Qualified leads:
Prospects who have filled out the whole form, but for some reason didn't book a call.
Disqualified leads:
Leads who have filled out the form, but couldn't book a call due to your disqualification criteria set.
Data transferred – Contacts page
Data transferred – Contacts page
Contact properties
Name – Full name collected from iClosed booking form
Email – Lead’s email address
Phone Number – Lead’s phone number
Lead Status – QUALIFIED / DISQUALIFIED, if customized to match iClosed statuses. If not customized, by default it will be OPEN / UNQUALIFIED
Event Name – Name of the event the lead interacted with
Scheduled Call Time (GMT+1) – will remain empty as qualified leads didn't end up booking the call and disqualified are blocked calendar access.
Contact → Deals – Shows product or service sold if it's added in iClosed.
It will remain empty until outcome is added to the call in iClosedRecent Deal Amount – 0
Lifecycle Stage – Updated automatically based on default HubSpot lead stages (in this case "Sales Qualified Lead" if Qualified; and "Other" if disqualified)
UTM_Source – will only be captured once a call is booked and UTM tags are included in the booking URL.
Custom Form Questions – Any mapped custom questions from your iClosed booking form.
Meeting Link – The booking link (Zoom, Google Meet, or Call) will remain empty until the call is scheduled
Closer Owner – The iClosed team member (host) assigned to the booked call (appears in HubSpot as the Contact Owner) will be empty until a call is booked.
Pro tip
Lifecycle stage mapping can auto-update (e.g., Qualified → MQL, Disqualified → Other) if you configured it in your iClosed → HubSpot Zapier automation.
Data sent per iClosed lead status - Call booked
Strategy or Discovery call booked:
Leads who booked a call, no matter if it's a Strategy (sales) or Discovery (setters) call type.
Data transferred – Contacts page
Data transferred – Contacts page
Contact properties
Name – Full name collected from iClosed booking form
Email – Lead’s email address
Phone Number – Lead’s phone number
Lead Status – STRATEGY_CALL_BOOKED / DISCOVERY_CALL BOOKED, if customized to match iClosed statuses. If not modified, by default it will be IN_PROGRESS)
Event Name – Name of the event the lead booked
Scheduled Call Time (GMT+1) – Date and time of the booked call (shown in the scheduler’s timezone)
Contact → Deals – Shows product or service sold if it's added in iClosed.
It will remain empty until outcome is added to the call in iClosedRecent Deal Amount – Displays deal value if available
Lifecycle Stage – Updated automatically based on default HubSpot lead stages (e.g., Sales Qualified Lead)
UTM_Source – Captured automatically from booking link parameters if tags are added in your URL and custom UTM field exists in HubSpot
Custom Form Questions – Any mapped custom questions from your iClosed booking form.
Meeting Link – Your meeting link (Zoom, Google Meet, or Call)
Closer Owner– The iClosed team member (host) assigned to the booked call (appears in HubSpot as the Contact Owner)
Data transferred – Activities Tab (HubSpot contact record)
Data transferred – Activities Tab (HubSpot contact record)
iClosed logs all Meeting details on the contact’s Activities tab with:
Title – e.g., iClosed Meeting with [Closer] – [Lead]
Closer – host name
Start time & Duration – exact meeting time and length
Location – meeting link or details (e.g., Zoom URL)
Question Answers – the invitee’s form answers included in the meeting body (e.g., Email Address, Phone Number, Full Name, plus any other questions you asked on the booking form).
Open the HubSpot Contact card → Activities tab. The meeting entry shows the Location link and a “Question Answers” section inline (as in the screenshot).
Call scheduled from Global Data
If you schedule a call from 
Global Data in iClosed, all details about the lead and the scheduled call (contact details, event type, date/time, and meeting link) will automatically appear in your HubSpot contact record under the Activities tab.
Example:
If a Discovery Call lead outcome is "Approved", and forwarded to a Strategy Call with a different host, this lead data will be automatically updated in HubSpot.
Please note that for all the custom fields to update (e.g., Event type, utm tags, invitee questions and other custom fields), you would need to map them out manually in 
Integrations settings and in Zapier).
Call rescheduled from Upcoming Calls
Whether you reschedule a call from the 
AI Scheduler→ Upcoming Calls page or directly from the Global Data → Contact Card, the updated meeting information will sync automatically to your HubSpot Activities tab.
The event details and updated fields (such as date/time, event name, and meeting location) will overwrite the previous activity.
Data sent per iClosed lead status - Call Outcomes
With the current integration version, iClosed will send Sale outcome to Hubspot only and it will show under Contact → Deals field in HubSpot Contacts page.
If you don't see this field, make sure to add it by clicking on "Edit Columns" as it won't be displayed by default.
This will display the name of the Product you added during the Call Outcome selection in iClosed.
Clicking on the Product name will open a card with additional details.
This is where you will find Deal Value that was added in iClosed as a "Sale" outcome (e.g., $3,000).
You will also find all the closed deals under Deals section in HubSpot.
Pro tip
In order to have all your Deals enter Sales Pipeline, another automation is needed in Zapier. See the Zapier automations video guide where this is explained.
Before building your call outcome automation in Zapier, make sure your HubSpot sales pipeline is fully customized with the exact deal stages you want to track. When Zapier updates a deal, it will land in the correct sales pipeline stage.
This is optional, but it can help you keep your reporting clean and make your iClosed → HubSpot integration more seamless.
FAQ's
How to Integrate HubSpot on Startup plan (Zapier setup)
How to Integrate HubSpot on Startup plan (Zapier setup)
Zapier Integration - Sync Data Manually
Here's the video tutorial:
If you’re on the Startup plan, HubSpot integration isn’t available natively, but you can still sync your leads through Zapier. You’ll need three main Zaps:
1. Potential Lead
Trigger: Contact by Status in iClosed
Filter: Only continue if lead status doesn't contain "Call"
Action: Create or Update Contact in HubSpot
This sends basic contact info (name, email or phone and lead status) as soon as a lead enters your funnel.
2. Booked Call Lead
Trigger: Strategy Call Booked in iClosed
Action: Create or Update Contact in HubSpot
Optional: Split into paths based on Call type outcomes (Discovery VS Strategy)
This updates the existing contact with booking details (Lead status, call date/time, event type, etc.).
3. Add Deals to Sales pipeline in HubSpot
Trigger: iClosed Call Outcome
Paths: Split between Sale and No Sale outcomes
Acton: Create Deal in Hubspot
This will ensure all your deals are seen in your Sales Pipeline in HubSpot and automatically added to these stages:
Closed Won → when Sale outcome is added in iClosed
Closed Lost → when No Sale Outcome is added in iClosed
Additionally, you can add 2 more Paths for Discovery Call outcomes (if you have an active Discovery Event), so all the leads from Discovery Events are added to the right stage in your Sales pipeline.
Example:
If Outcome is "Approved" → Presentation Scheduled stage in HubSpot
If Outcome is "Rejected" → Closed Lost
How to Send UTM Tracking Data from iClosed to HubSpot
How to Send UTM Tracking Data from iClosed to HubSpot
To track and sync UTM parameters (utm_source, utm_medium, utm_campaign, etc.) from iClosed into HubSpot, you need to map those fields manually in Zapier or Make. These are the Steps:
In HubSpot, go to
Settings → Properties → Create Property → Contact
and create the custom fields you want to track, for example:UTM SourceUTM MediumUTM CampaignUTM TermUTM Content
Create a simple workflow in Zapier that connects iClosed and HubSpot.
include the UTM fields from the iClosed trigger (e.g., “Call booked” or “Contact by Status”) and map them to the HubSpot contact properties you created above.
Example:
When a lead books a call → Add or update contact in HubSpot → Map “utm_source” from iClosed to “UTM source” in HubSpot.
Once mapped, every new lead created through iClosed will automatically send its UTM data to the correct HubSpot contact fields.
What if my custom fields are not showing properly?
What if my custom fields are not showing properly?
1. Native Integration Troubleshooting (HubSpot ↔ iClosed)
The native HubSpot integration only supports:
Basic event data (event name, time, closer (host) information, meeting link, etc.)
Invitee answers to your iClosed form questions
Important Notes
Custom fields created in HubSpot do not sync through the native integration. This is expected behavior, the native connection does not yet allow mapping of fields that don't exist in iClosed.
If a field is not a standard event property or an invitee question in iClosed, it will not appear in HubSpot using the native integration.
If some of your fields aren't showing accurately, simply disconnect and reconnect your HubSpot integration in iClosed.
2. Custom Integration Troubleshooting (Zapier)
To send any custom field from iClosed to HubSpot, you must use Zapier (or Make, if you're on the Business Plan). This way, you can:
Map all custom fields created in iClosed
Send any lead or event property to HubSpot
Update contacts with additional information not supported natively
If the custom field still doesn’t show in your HubSpot account:
a. Make sure the HubSpot property exists
Go to: Settings → Properties → Create property
Create the matching field before mapping it in Zapier.
b. Check your Zap mapping
Select the custom field from the iClosed trigger
Map it to the correct HubSpot property
Re-test your Zap with a new contact
Publish the Zap
Why the Deals aren't showing in HubSpot?
Why the Deals aren't showing in HubSpot?
1. Native Integration Troubleshooting (HubSpot ↔ iClosed)
Deals only sync when a clear sale outcome is added in iClosed.
The native HubSpot integration automatically sends deal data only when:
a sale outcome is added in iClosed
and the outcome is NOT “No Sale”
deal value is added to the Sale outcome
another sale is added (two products will be shown under one contact)
Native integration does not sync:
deals without an outcome
“No Sale” calls
extra deal fields like deal (closer) owner, pipeline stage, or close date (this can be added with Zapier)
If deals are not appearing:
Check if the call has an outcome inside iClosed
Add or update the sale outcome → the contact will sync with deal data
Re-test with a new lead after adding the outcome
2. Custom Integration Troubleshooting (Zapier / Make)
If you want full control over how deals appear in HubSpot, you can use a custom integration with Zapier. This allows you to:
define the deal details, pipeline stage, deal owner, and close date
automatically update deals after creation
handle both “Sale” and “No Sale” outcomes by moving contacts to specific sales pipeline stages based on No-Sale reasons.
If deals are not created via Zapier:
a. Check your trigger:
Use iClosed Outcome Added trigger.
Add a Path step and segment actions based on Sale outcome and Event Type (Sale and No-Sale for Strategy Calls and Approved and Rejected for Discovery Calls)
b. Confirm your action step mapping.
Make sure Zapier has a HubSpot Create Deal as an Action step that includes:
Deal Name (Product Name + Contact First and Last Name)
Pipeline Stage
Deal Value
Deal Owner (Closer Name)
Close Date
Deal activity: Closed Lost Reason (only for No-Sale outcomes)
c. Run a fresh test contact
Zapier only updates HubSpot with new data, not old calls.
Where can I find Event name and other iClosed event details?
Where can I find Event name and other iClosed event details?
If you don't see your Event details (e.g. Event Name or Meeting Link), Please make sure to Add Event name as a column in your Contacts page. More details about the event can also be found under Activities tab when opening a contact card. This is where you'll see the Meeting Location (link) as well.
Will changes to the iClosed contact card be updated in HubSpot?
Will changes to the iClosed contact card be updated in HubSpot?
Yes. Any updates to contact details (name, email, phone, tags, etc.) in iClosed will sync automatically to the linked HubSpot contact record.
Example: If you change a lead’s phone number in iClosed, it will instantly update in HubSpot under the same contact profile.
Why are my lead answers not showing in HubSpot?
Why are my lead answers not showing in HubSpot?
If your lead answers from the iClosed booking form aren’t showing up in HubSpot, it’s usually because the custom fields in HubSpot haven’t been mapped to the matching fields in iClosed.
How to fix this:
On Startup Plan:
In HubSpot, go to Settings → Properties → Create Property → Contact, and create the same custom fields (questions) as in your iClosed form. Make sure it's the correct format (short text, radio button or checkbox).
All the custom fields and questions are then mapped in Zapier/Make payload.
On Business Plan:
In iClosed go to Settings → Integrations → HubSpot → Field Mapping, click on "Manually map your iClosed data to Hubspot.com custom fields" checkbox, and link each iClosed form question to the corresponding HubSpot property.
In HubSpot, on the contact page click on Edit columns → Search for your custom questions and checkmark them. The answers to these questions will automatically appear in the contact table.
Book a test call to verify the data sync.
Once the mapping is complete, all future lead responses from your iClosed booking form will automatically appear in HubSpot under the linked contact record.
Please note: Potential lead responses won't be shown as they haven't filled out the form.
Where can I see if a call was Discovery or Strategy in HubSpot?
Where can I see if a call was Discovery or Strategy in HubSpot?
You can track the call type (Discovery vs Strategy) in HubSpot using two different methods, depending on whether you're using the native integration or a custom Zapier/Make setup.
A. Native Integration (HubSpot ↔ iClosed)
The native integration does not send “Call Type” as a separate field.
However, you can use HubSpot’s Lead Status property to clearly show whether the booked call was a Discovery or Strategy call.
Go to HubSpot → Settings → Properties → Lead Status
Rename the existing default lead statuses ("In_Progress") to:
Discovery Call Booked, and
Strategy Call Booked
iClosed will automatically update this field when the next call is booked.
B. Custom Integration (Zapier / Make)
If you prefer to have a dedicated Call Type field separate from lead status,this is best set up with Zapier or Make.
Option 1: Add a custom “Call Type” field in HubSpot
In HubSpot → Settings → Properties → Create Property
Create a radio select type of custom field and name it (e.g. Call Type).In Zapier, use your usual Zaps:
Trigger: iClosed → Call Booked / Contact by Status
Action: HubSpot → Create/Update Contact
In the mapping step, select:
iClosed Event Type (Discovery / Strategy)
Map it to your new Call Type property.
Option 2: Map call type through existing HubSpot statuses
If you don't want a custom property:
Go to HubSpot → Settings → Properties → Lead Status
Add statuses that match your iClosed event names.
You can adjust mapping in Zapier and send the correct status through the lead status field, representing call type (Discovery Call Booked / Strategy Call Booked).
If I change status or deal in HubSpot, will it show up in iClosed?
If I change status or deal in HubSpot, will it show up in iClosed?
Changes made directly inside HubSpot (deal stage, contact status, lifecycle stage, etc.) do not sync back into iClosed.
Here’s why:
iClosed → HubSpot is a one-way integration.
iClosed sends your booked calls, lead information, tags, UTM data, and statuses into HubSpot, but HubSpot does not push updates back into iClosed.This means any updates made inside HubSpot will not appear in your iClosed pipeline or lead profiles.
To keep your data consistent, all status or qualification updates must be done inside iClosed, and those changes will then sync to HubSpot (if configured).
Can we use a HubSpot integration without custom fields on the startup plan?
Can we use a HubSpot integration without custom fields on the startup plan?
Yes, absolutely! You can use HubSpot on the Startup plan even without adding custom fields. To connect the two platforms, you simply need to set up the integration through Zapier.
In practice, this requires two main Zapier workflows:
iClosed Contact by Status trigger and
iClosed Call Booked to send new contacts and bookings into HubSpot.
No custom fields are required unless you want to map additional data.
Here’s a short video walkthrough showing exactly how to set it up.
Will using different emails for my iClosed login and my HubSpot/Zoom scheduling cause any issues with syncing data?
Will using different emails for my iClosed login and my HubSpot/Zoom scheduling cause any issues with syncing data?
No, using different emails will not cause any issues with syncing data to HubSpot. Your iClosed login email (used to access your account and receive internal notifications) can be different from the email you use for call scheduling, HubSpot, or Zoom.
This won’t affect your HubSpot syncing at all, since Zapier and native integrations rely on contact data and event triggers, not your login email.
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