Company-Level CRM Audience Sync Integration (HubSpot & Mailchimp)

The CRM Audience Sync integration lets you keep your contacts synchronized between your CRM and Letterhead.

Overview

• Available CRMs: HubSpot and Mailchimp.
• Bi-directional Sync: Any changes to First Name, Last Name, and Email are reflected across both systems.
• Channel Mapping: Map CRM audiences or subscription types to Letterhead channels for automatic syncing. (A channel is where you create and manage individual newsletters.)
• Always Up-to-Date: Webhooks keep everything synced instantly, without needing manual imports.

Roles & Prerequisites

Who can set this up?

• Only Company Admins can configure or delete CRM integrations, since they apply across the company.

What you’ll need before setup:

• API Key: Create a new Company API Key in Letterhead for the integration.
• Server Prefix: Your server prefix (e.g., abc.app.tryletterhead.com) is required during setup.
• Company Requirement: CRM integrations are only available for customers with a company-level account. (Your CSM will confirm if your account qualifies.)

Hubspot Setup Instructions

1. Generate an API Key

• In Letterhead, go to Company Settings → API Keys.
• Click Generate New Key.
• Copy the key for use during setup.

2. Configure the Integration

• Go to Integrations in your Letterhead dashboard.

• Select HubSpot.

• Connect your CRM account.

• Enter your Server Prefix.

• Enter the API Key you generated.

3. Map Subscription Types

• CRM: Map subscription types to Letterhead channels.
  • In Letterhead, the subscription types will come over as Subscribed, Unsubscribed, or Not Subscribed statuses.
• Supports one-to-many mapping (multiple subscription types can map to one channel).

4. Review Mapped Fields & Finish

• Confirm the synced fields (First Name, Last Name, Email).
• Save and finish setup.

5. Verify the Sync

• Check the Letterhead channel you mapped.
• Check your CRM contacts.
• Confirm records match in both systems.

Managing the Integration

• Pause/Delete Integration

1. In Integrations, select the CRM integration.
2. Choose More Options → Deactivate Integration.
3. Confirm by entering the text prompt.

• Reconnection
  • If you disconnect, previously synced data remains.
  • However, syncing will stop until you reconnect.

Mailchimp Setup Instructions

1. Generate an API Key

• In Letterhead, go to Company Settings → API Keys.
• Click Generate New Key.
• Copy the key for use during setup.

2. Configure the Integration

• Go to Integrations in your Letterhead dashboard.

• Select Mailchimp.

• Connect your CRM account.

• Enter your Server Prefix.

• Enter the API Key you generated.

Once everything has been filled out select Next.

3. Fill out the Mapping details

• Select the Channels you want to sync with mailchimp or select the All Channels toggle to sync with all channels.

• Select the Mailchimp list that you want to sync with.

• Review your selections and select finish once complete.

4. Once the integration is configured there will be a green check mark on the integration card indicating that this integration is enabled.

Behavior & Edge Cases

Production Rule

• Only one CRM integration (HubSpot or Mailchimp) can run at a time.
• Running both at once is not supported.
• You must deactivate one before enabling the other.

Sync Behavior

• Webhooks automatically import and update contacts instantly.
• Changes in the CRM (e.g., name edits) sync back to Letterhead, and changes in Letterhead sync back to the CRM.
• No manual importing is needed once the integration is active.

Other Clarifications

• Limited Fields: Only First Name, Last Name, and Email are synced.

Need Help? If you have questions or need assistance, please contact our support team at support@tryletterhead.com or log a support ticket through the Help Center!