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Connect HubSpot
to Vatoo

Vatoo connects to HubSpot via the REST API v3 using a Private App Access Token, giving your AI bot live read and write access to your CRM data. Once connected you can enable individual components · Contacts, Companies, Deals, Tickets, Marketing Emails · and control exactly which operations the bot can perform. Your team can ask questions in plain English and get real-time answers straight from HubSpot, without ever opening the CRM interface.

Estimated: 5–10 minutesEasy7 steps

Confirm connector availability, your account plan, and required permissions before setup. Test with a non-production record before enabling live actions.

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Vatoo
VatooHubSpot
Open Private Apps in HubSpot01
Create a New Private App02
Add the Required Scopes03
Create the App and Copy the Access Token04

Setup overview · illustrative

Have these
ready

  • HubSpot account (any tier · CRM is free)
  • HubSpot admin access or ability to create Private Apps
  • Vatoo botmaster account with active bot

7 steps
to go live

01

Open Private Apps in HubSpot

  • Log into your HubSpot account
  • Click the Settings gear icon in the top navigation bar
  • In the left sidebar go to Integrations → Private Apps

Private Apps are the recommended authentication method for server-to-server integrations in HubSpot · no OAuth redirect required.

02

Create a New Private App

  • Click Create a private app
  • Give it a name · e.g. Vatoo Bot
  • Optionally add a description, then click Next
03

Add the Required Scopes

  • Switch to the Scopes tab
  • Under CRM enable read and write for: contacts, companies, deals, tickets
  • Under Marketing enable read for: marketing-email (requires Marketing Hub)
  • Only add write scopes for objects the bot should be able to create or update

You can edit scopes later by returning to the Private App and clicking "Edit scopes", but you must re-copy the token after saving.

04

Create the App and Copy the Access Token

  • Click Create app and confirm in the dialog
  • HubSpot will display the Access Token · it starts with pat-na1- (or a similar region prefix)
  • Copy the token immediately · it is only shown in full once
  • Store it securely (you will paste it into Vatoo)

If you lose the token you can regenerate it from the Private App detail page · but all existing copies will be invalidated.

05

Connect HubSpot in Vatoo Botmaster

  • Open your Vatoo botmaster → ERP Integrations in the sidebar
  • Find the HubSpot card and click Connect HubSpot
  • Paste the Access Token into the Private App Access Token field
  • Click Save & Connect
  • You will be redirected to the Components page automatically

The integration name is just a friendly label shown in the dashboard. You can name it anything.

06

Test the Connection

  • Back on the ERP Integrations page, click Test on the HubSpot card
  • A green success message showing your contact count confirms the connection works
  • If the test fails, check the token was copied in full with no extra spaces and the Private App is not deactivated
07

Enable Components and Configure Write Permissions

  • Click Components on the HubSpot card (or you arrive here automatically after connecting)
  • You will see all available components: Contacts, Companies, Deals, Tickets, Marketing Emails
  • Toggle on the components your bot should have access to
  • Each component shows its available operations with a Read/Write label
  • For write operations (create contact, create deal, etc.) you must explicitly toggle the "Allow Write" switch per operation
  • Click any component row to expand and see all operations

Start with read-only operations first. Enable write access only for operations you are confident the bot should perform automatically.

Stuck?
Quick fixes

"401 Unauthorized" error

The access token is invalid or has expired. Go to HubSpot → Settings → Private Apps, open your app, and regenerate the token. Paste the new token into Vatoo.

"403 Forbidden" error

The Private App is missing a required scope. Return to HubSpot → Settings → Private Apps → your app → Scopes, add the missing scope, save, and re-copy the token into Vatoo.

Contact search returns empty results

HubSpot full-text search requires exact word tokens. Try a broader or more specific query. Searching by email address is the most reliable way to find a specific contact.

Marketing endpoint returns an error

Marketing Email access requires Marketing Hub (Starter or higher). This endpoint is not available on the free CRM plan.

Deal stage not found

Stage IDs must match HubSpot's internal identifiers. Ask the bot to "get pipeline stages" first to see the valid stage IDs for your pipelines.

Write operations fail

Ensure the relevant write scopes were added to your Private App and that the "Allow Write" toggle is enabled for the specific operation in Vatoo's Components page.

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