Setup Guide
Connecting OctoFlow to HubSpot
Takes about five minutes and works with any HubSpot tier, including free accounts. Once connected, your HubSpot companies and contacts build your mind map for you, everything you log in OctoFlow appears on the right contact timeline, and new accounts and contacts you add in OctoFlow are created in HubSpot automatically.
1Create a Private App in HubSpot
A Private App gives OctoFlow its own key to your HubSpot account. You stay in control and can revoke it at any time.
- In HubSpot, click the gear icon to open Settings.
- In the left sidebar choose Integrations → Private Apps.
- Click Create a private app.
- On the Basic Info tab, name the app OctoFlow. A logo and description are optional.
2Add the five scopes
Scopes control exactly what OctoFlow is allowed to do. On the Scopes tab, click Add new scope and select these five:
Your Scopes tab should look exactly like this before you continue.
The read scopes let OctoFlow pull your companies and contacts onto the map. The write scopes let it log your activity to timelines and create the records you add in OctoFlow. The owners read scope lets HubSpot show that activity as assigned to you, so it appears in your team's per-rep sales reports. Skip the Webhooks tab entirely, OctoFlow does not use webhooks.
3Create the app and copy your token
- Click Create app in the top right and confirm.
- On the app page, open the Auth section, click Show token, then Copy.
4Connect inside OctoFlow
- Sign in at app.octoflowus.com.
- Open Settings → Integrations and click Connect on the HubSpot card.
- Paste your token and connect.
The Chrome extension picks up the connection automatically. There is nothing to configure on the extension side.
5Pull your CRM onto the map
Click Pull from HubSpot and choose whether the import builds a brand new mind map or adds to one you already have. Companies become account bubbles and their contacts nest underneath with names, titles, emails, and phone numbers filled in. Pulling again later is always safe, existing contacts are matched and never duplicated.
6Work normally, HubSpot stays current
| You do this in OctoFlow | HubSpot shows |
|---|---|
| Log a Call, with an optional outcome and notes | A logged call with the outcome (Connected, Left voicemail, No answer, Busy, Wrong number) and your notes |
| Log an Email, with optional notes | A logged email on the timeline |
| Log a Meeting, edit it, or delete it | A meeting that updates or disappears to match |
| Log a LinkedIn touch | A LinkedIn message entry on the timeline |
| Log a Network connection | A note on the timeline |
| Add an account with a company domain | A new company, or a link to the existing one with that domain |
| Add a contact | A new contact, associated with the right company and matched by email so nothing duplicates |
Two switches in Settings → Integrationskeep you in control on both the web app and the extension: Push activity to HubSpot, and Create accounts & contacts in HubSpot. Disconnect removes your token entirely, and deleting the Private App in HubSpot revokes access instantly.
7Troubleshooting
- An error mentions a missing scope: open your Private App, add the scope it names on the Scopes tab, and save. Scope changes apply to your existing token immediately, no reconnect needed.
- Activity is not reaching a timeline: OctoFlow links contacts by HubSpot record or email. Give the contact an email that matches a HubSpot contact, or run a pull so records link up.
- A new account did not appear in HubSpot: company creation needs a company domain. Edit the account and add its domain.
- Anything else: reach us at support@octoflowus.com and we will get you sorted.