Salesforce & HubSpot Integration – How It Works

CloudCard integrates with Salesforce and HubSpot using a secure, one-way lead sync. This ensures that leads captured in CloudCard are automatically sent to your CRM while fully respecting your existing CRM configuration, permissions, and validation rules.

This integration is intentionally designed to be safe, predictable, and non-invasive.

What the Integration Does:

Once connected, CloudCard automatically sends newly captured leads from your organisation to your CRM as Lead or Contact records (depending on CRM behaviour).

· Leads are created in your CRM when captured in CloudCard

· Existing CRM data is never modified

· Data flows only from CloudCard to your CRM

· No data is ever pulled from your CRM into CloudCard

How the Connection Works:

Both Salesforce and HubSpot use OAuth 2.0 authentication, an industry-standard method that allows CloudCard to connect securely without ever storing CRM passwords.

The connection process works as follows:

1. An admin connects Salesforce or HubSpot from within CloudCard

2. The CRM prompts the admin to approve access

3. Secure access tokens are issued to CloudCard

4. CloudCard uses these tokens to send new leads

CloudCard never has access to your CRM login credentials and can only perform the specific actions you approve.

Background Lead Sync (Automatic Retry)

In addition to syncing leads immediately when a CRM is first connected, CloudCard also runs hourly background sync jobs for Salesforce and HubSpot.

These jobs ensure that leads are reliably delivered even if:

· The CRM was temporarily unavailable

· API rate limits were reached

· A token needed refreshing

· A required field was fixed after an initial failure

How Background Sync Works:

· Every hour, CloudCard checks for unsynced leads

· Up to 100 leads per organisation are processed per run (to respect CRM rate limits)

· Each lead is synced using the same secure OAuth connection

· Successfully synced leads are marked so they are never resent

This process is automatic and requires no action from your team.

What This Means for You:

· Leads may appear in your CRM a short time after capture

· Temporary issues resolve themselves automatically

· No duplicate records are created

· Existing CRM data is never modified

If a lead fails repeatedly due to CRM validation rules, it will remain unsynced until the CRM configuration allows it.

This approach ensures reliable delivery without overwhelming your CRM or bypassing its rules.

What Data Is Sent to the CRM:

When a lead is synced, CloudCard sends standard contact details where available, including:

· First name

· Last name

· Email address

· Phone number

· Company name

· Job title

· Lead source (CloudCard)

Because CRM setups often include custom required fields, validation rules, or duplicate policies, the exact behaviour may vary between organisations.

CRM-Specific Behaviour

Salesforce

Salesforce organisations frequently use custom lead fields, validation rules, and duplicate detection.

If Salesforce rejects a lead due to missing or invalid required fields:

· The lead is not created

· No existing CRM data is modified

· CloudCard does not bypass or override Salesforce rules

CloudCard fully respects each organisation’s Salesforce configuration. Duplicate detection is handled by Salesforce itself. If Salesforce reports that a lead already exists, CloudCard marks the lead as synced and does not attempt to create a duplicate.

HubSpot:

HubSpot is generally more flexible with required fields.

· Leads can often be created even if some optional data is missing

· If HubSpot reports that a contact already exists, CloudCard treats the lead as successfully synced

· No duplicate records are created

Duplicate Handling:

Duplicate prevention is handled entirely by your CRM:

· If the CRM detects an existing lead, it blocks duplication

· CloudCard does not modify existing records

· Leads are marked as synced to prevent repeated attempts

Security & Permissions:

The integrations are intentionally one-way and limited:

· CloudCard cannot read CRM leads

· CloudCard cannot update or delete existing records

· CloudCard cannot access unrelated CRM data

Access can be revoked at any time by disconnecting the integration.

Disconnecting the Integration:

When Salesforce or HubSpot is disconnected from CloudCard:

· All access tokens are revoked

· No new leads are sent

· Existing CRM data remains unchanged

You can reconnect at any time by reauthorising the integration.

Summary:

· One-way lead sync from CloudCard to Salesforce or HubSpot

· OAuth-based authentication

· No passwords stored

· No CRM data pulled or modified

· Fully respects custom CRM validation and duplicate rules

This approach follows CRM best practices and is suitable for both small teams and enterprise environments.