Overview

If your club uses HubSpot for marketing, ClubOS can connect to your HubSpot account so your leads, prospects and members don’t have to be entered twice.

There are two parts to the integration, and you can use one or both:

The HubSpot integration is optional. Both parts are set up by the Club OS team, working with whoever manages your HubSpot account. Depending on your Club OS package, charges may apply. To get started, contact Club OS Support.

HubSpot → Club OS: Sending New Leads to Club OS

How It Works

1. A prospect fills out a form on your website or a HubSpot landing page.
2. A workflow in your HubSpot account sends that submission to Club OS.
3. Club OS creates the lead at the right location, usually within moments.
4. The lead is assigned to your location’s default employee for membership sales follow-up.
5. Your club receives the standard web lead notification email.

What Comes Over From HubSpot

Club OS automatically recognizes HubSpot’s standard contact fields, such as first name, last name, email, mobile phone and address.

• Origin: If your form includes an origin field, Club OS matches it to your Club OS origins (for example Web, Referral, Walk In, VIP Guest or Social Media). If no origin is sent, or the value doesn’t match, the lead is added with an origin of Web.
• Marketing source: By default, the marketing source shows the title of the HubSpot form and the title of the page it was submitted from.
• Text message consent: Add a text message opt-in checkbox to your form so Club OS can record each lead’s consent. A lead is opted in to texts only when they check the box.
• Everything else: Any form field that doesn’t have a matching field in Club OS (for example “fitness goals” or “how did you hear about us”) is added to the lead’s notes, so your team can still see it.

Clubs With Multiple Locations

If your HubSpot account serves more than one location, every submission needs to tell Club OS which location the lead belongs to. You can do this in either of two ways:

• A separate form for each location. Each form has a hidden location field, and its value is that location’s Club OS location ID.
• One form with a location dropdown. Each option shows the location’s name as its label and uses its Club OS location ID as the internal value.

HubSpot’s guides for hidden form fields and dropdown options walk through both.

Adding a location later? Let Club OS Support know before you add it to your HubSpot forms. For security, Club OS only accepts HubSpot submissions for locations that have been approved for your account. Leads for a location that isn’t on that list won’t come through, even if your form and workflow are set up correctly.

What Happens in Special Scenarios

The person already exists in Club OS

Club OS checks every submission against existing prospects and members at the location so it doesn’t create a duplicate. If a match is found, no new lead is created. Instead, the existing person is updated as a re-interested lead. You still get the web lead notification email, which includes the note: “This prospect has shown interest in the club before.”

A returning lead picks a different location

If someone who’s already in Club OS submits a form for a different location, Club OS keeps them at their original location. To move them, update their location in Club OS.

A lead never shows up in Club OS

The most common causes:

• The location isn’t on your approved list yet (see “Adding a location later?” above).
• The HubSpot workflow that sends submissions to Club OS was turned off or edited.
• HubSpot itself rejected or merged the submission. HubSpot de-duplicates by email address, and it may block repeated submissions from the same device.

Contact Club OS Support with the lead’s name, email and submission time so we can investigate.

Club OS → HubSpot: Sending Prospects and Members to HubSpot

How It Works

1. When a new prospect or member is added to Club OS from any source (the Digital Guest Waiver, a front desk entry, your billing system, a HubSpot form and so on), Club OS adds them to HubSpot as a contact.
2. Club OS saves the person’s HubSpot contact ID, which links the two records.
3. From then on, when one of the synced fields changes in Club OS (for example, a prospect becomes a member or someone updates their phone number), that change is sent to HubSpot within seconds to a couple of minutes.

When the integration is first turned on, Club OS can also do a one-time push of all your existing prospects and members into HubSpot.

Information flows one direction only: from Club OS to HubSpot. Changes made in HubSpot are not sent back to Club OS.

What Gets Synced

Your club can choose which of these fields are kept in sync.

Keeping Both Systems in Sync

Some of these fields are dropdowns in HubSpot, so HubSpot only accepts values it already knows. When you change one of these lists in Club OS, make the same change in HubSpot:

• Marketing sources: When you add a marketing source in Club OS, add it as an option in HubSpot too.
• Interests: Same as marketing sources.
• Locations: When you add a location or rename one, update the location name options in HubSpot.
• Follow-up statuses: Follow-up status names use your club’s event labels. If you rename an Appointment or ORT event type in Club OS, rename the matching status in HubSpot too.
• Origins: If you add or relabel origins, check that the origin options in HubSpot still match.

If the values don’t match, HubSpot rejects the update and that contact won’t sync until the value is added in HubSpot.

What Happens in Special Scenarios

The email address already exists in HubSpot

HubSpot allows only one contact per email address. If Club OS tries to add someone and HubSpot already has a contact with that email (from an upload or another integration, for example), Club OS doesn’t touch the existing HubSpot contact. This protects your data from being overwritten with someone else’s details. That person won’t sync to HubSpot.

This matters most if your HubSpot account already has contacts from another source, like a billing system integration or a list upload. In that case, fewer of your existing Club OS prospects and members will sync during the one-time push.

An email address is changed in Club OS

The new email is sent to HubSpot, as long as no other HubSpot contact already uses it.

Using Both Integrations Together

When both parts are turned on, HubSpot sends new leads into Club OS, and Club OS keeps HubSpot updated from then on. For example:

• A prospect fills out a HubSpot form. They’re added to Club OS and linked to their HubSpot contact. Later changes in Club OS are sent back to that contact.
• A prospect signs a Digital Guest Waiver. They’re added to Club OS, then pushed to HubSpot as a new contact.
• A new member comes in from your billing system. They’re added to Club OS, then pushed to HubSpot.

Frequently Asked Questions

Do I need both integrations?
No. Many clubs only use HubSpot → Club OS to capture web leads. The Club OS → HubSpot integration is for clubs that also want to market to their Club OS contacts from HubSpot.

Can I set this up myself?
Your HubSpot admin does part of the setup in HubSpot, but the ClubOS side has to be set up by our team. Contact ClubOS Support to get started.

Do HubSpot leads get New Prospect Response automatic campaigns?
No. Leads that come in from HubSpot don’t trigger New Prospect Response automatic campaigns. They do trigger the web lead notification email.

If I update a contact in HubSpot, does it change in Club OS?
No. Updates only go from Club OS to HubSpot. Make changes in Club OS to keep both systems accurate.

Can I start with one location before adding the rest?
For HubSpot → Club OS, yes. You can add locations one at a time. For Club OS → HubSpot, new and updated contacts can be set up one location at a time, but the one-time push of existing contacts runs for your whole club.

How do I turn off the HubSpot → Club OS integration?
Delete or turn off the Club OS workflow in your HubSpot account, and let Club OS Support know so we can update our records.