✔  Available on Grow and Scale subscriptions 1

What
Set up an automation (or automations) to take actions in Teamwork.com (such as create a task) or Teamwork Chat (send a message) when a deal's pipeline stage changes in HubSpot.
Why
  • Reduce manual work as much as possible by eliminating the need for your team to remember to follow up in Teamwork.com as deals progress through their pipelines.
  • Ensure necessary actions are carried out in Teamwork.com when deals reach key pipeline stages in HubSpot.
  • Increase team agility by setting up automated notifications in Teamwork Chat relating to HubSpot deals.
Who
  • Site admins, project admins, and standard users (all in the owner company) can connect a HubSpot account and create HubSpot automations.
    ⚠️ The person connecting HubSpot must have super admin permissions in the chosen HubSpot account.
  • All users with access to automations can create flows under the connected HubSpot account.
When
Any time there is repetitive manual work that can be replaced by an automation.
  • Example: Create an automation to create a project and apply a project template (or task list template) to that project, when deals reach the "Qualified" stage.

To keep your team in the loop about critical deals.
  • Example: Create an automation to send Teamwork Chat messages when deals reach the "Contract review" stage of a pipeline.
What
Set up an automation (or automations) to take actions in Teamwork.com (such as create a task) or Teamwork Chat (send a message) when a deal's pipeline stage changes in HubSpot.
Why
  • Reduce manual work as much as possible by eliminating the need for your team to remember to follow up in Teamwork.com as deals progress through their pipelines.
  • Ensure necessary actions are carried out in Teamwork.com when deals reach key pipeline stages in HubSpot.
  • Increase team agility by setting up automated notifications in Teamwork Chat relating to HubSpot deals.
Who
  • Site admins, project admins, and standard users (all in the owner company) can connect a HubSpot account and create HubSpot automations.
    ⚠️ The person connecting HubSpot must have super admin permissions in the chosen HubSpot account.
  • All users with access to automations can create flows under the connected HubSpot account.
When
Any time there is repetitive manual work that can be replaced by an automation.
  • Example: Create an automation to create a project and apply a project template (or task list template) to that project, when deals reach the "Qualified" stage.

To keep your team in the loop about critical deals.
  • Example: Create an automation to send Teamwork Chat messages when deals reach the "Contract review" stage of a pipeline.

Before you start

You must first authorize your Teamwork.com and HubSpot accounts to sync. We'll step you through this in this page's next section.

💡 If a HubSpot account is already connected for automations, it is selected by default in the HubSpot automations builder. You can jump ahead to the Create an automation section on this page!

Authorize your account

Any user with access to automations can:
  • Connect and disconnect a HubSpot account (as long as they're also a super admin in the chosen HubSpot account).
  • Create HubSpot automations under the connected HubSpot account.

Automations are accessible from any project.

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.


     
  3. Select Automate from the project's main navigation menu.

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  4. From the Browse Templates tab, scroll to the Integrations section at the bottom of the left navigation menu.
  5. Select HubSpot to view the templated automation options.
  6. Click a template card to open the automations builder and connect your HubSpot account.
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  7. Select Connect to HubSpot from the When section.
     
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  8. Enter your HubSpot login credentials in the authorization flow (opens in a new browser tab), then click Log In. If you're already logged in to HubSpot in your browser, the authorization flow skips this step and goes straight to choosing an account (step 9).
  9. Select the relevant HubSpot account and click Choose Account.
    ⚠️ All users with access to automations can create automations under the chosen HubSpot account.
  10. Click Connect app.

The HubSpot account is linked — when you return to the browser tab where Teamwork.com is open and create a HubSpot automation, the chosen account is listed as linked.

Create an automation

Take actions from Teamwork.com or Teamwork Chat when deals reach specific pipeline stages in HubSpot.

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Select Automate from the project's main navigation menu.
  4. From the Browse Templates tab, scroll to the Integrations section at the bottom of the left navigation menu.
  5. Select HubSpot to view the templated automation options.


     
  6. Click a template card to start building your automation. The chosen HubSpot trigger and action are preselected.
  7. Select a HubSpot pipeline stage in the When section.

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  8. Fill out the selected action's related properties. These vary depending on the action — see the table at the end of these steps.
    💡 Combine static text with dynamic fields in supported text-based fields such as task name, description, or Chat message. Dynamic fields allow you to add key HubSpot deal properties to your text.
     
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  9. Click Create to save your automation.

The following actions can be set up to occur each time a deal reaches a specific pipeline stage in HubSpot.
Action
Additional action options
Create project
  • Project name (required)
  • Project description (optional)
  • Project template (optional) — use an existing project template to create each project created by the automation.
Add task
  • Task name, associated project, and task list (required)
  • Task description (optional)
  • Task properties (optional) — set start & end dates, priority, tags, assignees, and followers.
    • When notifying assignees and followers, the notification is skipped if the chosen user does not have access to the task.
Add subtask
  • Associated project, task list, and parent task (required)
  • Task name (required)
  • Task description (optional)
  • Task properties (optional) — set start & end dates, priority, tags, assignees, and followers.
Apply task list template
Apply a task list template as a new task list or populate the template's tasks in an existing task list (or as subtasks of a task) in a project.

  • Template (required) — select an existing task list template.
  • Project (required) — specify the destination project.
  • Task list (optional) — specify an existing task list where the template's tasks should be populated. If none is selected, the template is created as a new task list.
  • Task (optional) — add the template's tasks as subtasks of an existing task.
  • Notify assignees and followers (optional)
  • Skip weekends (optional)
Send message to Teamwork Chat channel
  • Channel (required)
  • Message (required)
Action
Additional action options
Create project
  • Project name (required)
  • Project description (optional)
  • Project template (optional) — use an existing project template to create each project created from the automation.
Add task
  • Task name, associated project, and task list (required)
  • Task description (optional)
  • Task properties (optional) — set start & end dates, priority, tags, assignees, and followers.
    • When notifying assignees and followers, the notification is skipped if the chosen user does not have access to the task.
Add subtask
  • Associated project, task list, and parent task (required)
  • Task name (required)
  • Task description (optional)
  • Task properties (optional) — set start & end dates, priority, tags, assignees, and followers.
Apply task list template
Apply a task list template as a new task list or populate the template's tasks in an existing task list (or as subtasks of a task) in a project.

  • Template (required) — select an existing task list template.
  • Project (required) — specify the destination project.
  • Task list (optional) — specify an existing task list where the template's tasks should be populated. If none is selected, the template is created as a new task list.
  • Task (optional) — add the template's tasks as subtasks of an existing task.
  • Notify assignees and followers (optional)
  • Skip weekends (optional)
Send message to Teamwork Chat channel
  • Channel (required)
  • Message (required)

Edit, duplicate, or delete existing automations

Existing automations are listed in the automations builder. Manage automations from the Manage tab.

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Select Automate from the project's main navigation menu.
  4. Select the Manage tab.
  5. Click the ... (ellipsis) on an automation card's right-hand side.
  6. Choose the relevant option:
    1. View & Edit: View and update the automation's criteria.
    2. Duplicate: Create a copy of the automation.
    3. Delete: Remove the automation. Deletion too permanent? Use the toggle to activate/deactivate automations instead.


Disconnect your HubSpot account

Remove an already linked HubSpot account from the automations builder.

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Select Automate from the project's main navigation menu.
  4. Select the Manage tab.
  5. Scroll to an existing HubSpot automation.
  6. Hover over the automation card and click View & Edit Automation.
  7. Click the Disable this connection here link at the bottom of the When section.

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  8. Click Yes in the confirmation window.
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The HubSpot account is disconnected and any existing HubSpot automations associated with that HubSpot account are deactivated.


Best practices

  • Contextual updates: Use supported dynamic field variables to include key HubSpot deal information when creating project items or sending Chat messages.
     

Elevate

  • Automate even more: Set up HubSpot workflows to create tasks and projects in Teamwork.com when certain HubSpot events occur.

1. Also available on legacy subscriptions: Premium, Enterprise.