LeadSuccess · CRM interface · HubSpot
How to transfer leads from trade shows and events straight from the LeadSuccess Portal into your HubSpot account: securely connected, cleanly mapped and without duplicates.
Leads captured at the booth often reach the CRM days later, typed in by hand. That costs time, introduces typos and leaves it unclear which contacts actually arrived.
The LeadSuccess Portal connects directly to your HubSpot account. You authorize the connection once, decide which information is transferred, and then send your leads with one click. They are validated before sending, and every transfer is traceable afterwards.
For more than 20 years, exhibitors and trade show organizers have relied on LeadSuccess to capture, qualify and process contacts seamlessly – from the first scan to CRM integration.
HubSpot is one of several integrations: thanks to its flexible API interface, LeadSuccess can also be connected to other CRM systems. More about the CRM interface
During installation the app only requests the access it needs for the transfer. HubSpot shows you this list before you confirm.
| Permission | What it is used for |
|---|---|
| Read contacts and their properties | Detecting whether a lead already exists as a contact in HubSpot. |
| Create and update contacts | Creating new leads as contacts and updating existing contacts. |
| Read property settings | Checking before sending that every mapped property exists in your account. |
| Access the File Manager | Uploading a lead’s documents and attaching them to the contact. |
| Read basic info about the installing account | Showing in the Portal which HubSpot account you are connected to. |
Step 1
The Portal then shows Connected and the connected account.
Your password stays with HubSpot. Sign-in happens only in HubSpot’s own window. Your HubSpot password is never entered in the LeadSuccess Portal and never stored there.
Step 2 · Once per HubSpot account
ls_lead_id key propertySo that a lead is updated rather than duplicated when it is sent again, LeadSuccess writes its identifier into a dedicated contact property. We recommend the name ls_lead_id. You can choose another name, as long as it is mapped exactly the same way in the Portal (Step 3).
Only possible at creation: In HubSpot, Require unique values for this property can only be set while creating the property. Afterwards it is permanently greyed out, including through Edit.
Step 3
Under CRM Settings → Field Configurator you switch on, per event, which information is transferred and choose the HubSpot property each one is written to. Map the lead identifier to your key property from Step 2 there. Last name and company are always transferred.
LeadSuccess does not create properties. The Portal only writes into properties that already exist in your HubSpot account and does not change your HubSpot setup. If a mapped property is missing, the transfer stops before sending with a notice. So create the property in HubSpot first, then map it in the Portal.
Step 4
For every lead, the Portal records when it was last transferred, with what result and with which message from HubSpot.
Only the fields you switch on in the Field Configurator are transferred. Typical ones are:
| Information | HubSpot contact property |
|---|---|
| First name, last name | firstname, lastname |
| Company | company |
| Job title | jobtitle |
email | |
| Phone, mobile phone | phone, mobilephone |
| Address | address, zip, city, state, country |
| Website | website |
| Industry | industry |
| Lead identifier (key) | ls_lead_id |
| Questionnaire answers | question_01_answer … question_30_answer |
| Lead documents | as a note on the contact |
Custom properties such as ls_lead_id or the questionnaire answers must be created in HubSpot beforehand.
Files captured with a lead at the booth, such as signatures, sketches, voice notes or completed questionnaires, are attached to the HubSpot contact as a single note. You find them under Activities → Notes and open them directly in HubSpot.
Open CRM Connections and choose Delete connection, or Disconnect in the header of the export page.
Settings → Integrations → Connected Apps → LeadSuccess CRM → Actions → Uninstall
Either way, transfers stop immediately. Contacts that have already been transferred remain in your HubSpot account.
The key property was created without Require unique values for this property. Since that cannot be changed afterwards, the property has to be created again. If recreating it under the same name is rejected because HubSpot keeps the name reserved, there are two routes:
Route A · Delete permanently and reuse the same name
In the property’s row, choose ⋯ / More → Archive → Delete permanently. Then create the property again under the same name with uniqueness ticked. Nothing changes in the Portal.
Route B · Choose another name and map it in the Portal
Create the property under an unused name, for example ls_lead_uid, with uniqueness ticked. Then map the lead identifier to exactly that name in the Field Configurator, case included.
No. A known contact is updated instead of being created a second time. With Check Duplicates you can also exclude existing contacts before sending.
The message names the property. Create it in HubSpot or switch the field off in the Field Configurator, then send again.
The Portal then shows Disconnected. Reconnect HubSpot through CRM Connections. Your field configuration is kept.
Yes. The field configuration is stored per event.
For questions about the HubSpot integration, reach us here:
Phone
In the Portal
Support menu in the LeadSuccess Portal
We’ll show you the integration in a short consultation and find the right package for your trade shows.
Request a consultation Discover LeadSuccessMany trade fair organisers offer LeadSuccess in their own Exhibitor Shops.
Here you get the visitors’ registration data by scanning the QR code on the ticket or badge.
Simply order via the organiser’s Exhibitor Shop – scanning works out-of-the-box.
AI powered Business Card Scanning and Manual Entry are available for all other event organizers. Badge/ticket scanning can be integrated via the event organizer's API if required.
Messe München
NürnbergMesse
To scan the badges/tickets a small fee may be applied. AI powered business card OCR-scanning and Manual Entry are available for all event organizers. In order to scan badge/ticket at events from organizers not listed, an organizer's API is required.
For exhibitors at MESAGO: Two LeadSuccess APPs are set up for you free of charge! You have already received an e-mail about it.
Otherwise please contact us!
For exhibitors of NürnbergMesse: An APP is set up for you free of charge! You have already received an e-mail about it.
Otherwise please contact us!
For exhibitors at IN.STAND: An APP is set up for you free of charge! You have already received an e-mail about it.
Otherwise please contact us!