MessageBird Sync by Ulgebra for Hubspot

About

Hubspot has raised its profile in marketing automation, social media campaign management, and now it focuses on customer relationship management (CRM). Hence, it helps companies to attract visitors, convert to leads, and also helps to retain them as customers.

Messagebird is an official API provider which unifies different communication platforms in one place making business plan communicate with clients easily. The different communication platforms includes SMS, WhatsApp, Facebook Messenger, Instagram etc., "Messagebird Sync by Ulgebra" has intelligent features so that the messages reach the end users and make them comfortable without losing communication.

Pre-requisites for app installation

  • Should have Hubspot account

  • Should have MessageBird account

  • Should have approved WhatsApp number and WhatsApp templates from Messagebird in case WhatsApp channel is going to be used.

  • Should have created channels in Messagebird before proceeding to use the extension (Example: SMS channel, Instagram channel, etc..)

Features

  • Send single SMS and WhatsApp messages

  • Send bulk SMS and WhatsApp messages

  • Send messages from Hubspot contacts, deals, tickets and companies module

  • Create and manage templates inside Hubspot

  • Send messages to contact list

  • Send automated messages to clients

  • Receive incoming messages inside Hubspot

  • View message history inside Hubspot

  • Send messages from Multiple channels like WhatsApp, SMS, Line, Instagram, etc.,

Application Installation

Step 1: Go to the Hubspot marketplace and search for the application "MessageBird Sync by Ulgebra". Click the "Install App" option to install the application from the Hubspot marketplace.

Step 2: Choose the Hubspot account in which you want to access the extension.

Step 3: Sign in to Ulgebra using any of the options to continue. You can use either sign in with google or sign in with email option.

Note: Make sure you are signing in with your Hubspot mail ID.

Step 4: Now you will get notified that the extension is installed and the modules in which you can access the extension to send messages. Click the "Go to Hubspot" option to go back to your Hubspot account.

Step 5: Now, go to any of your Hubspot contacts, and click the "Send Message" option under the "MessageBird conversations" option.

Step 6: Authorize your MessageBird account by entering your MessageBird Live access key. You can get your credentials by clicking the "Get here" option. Once the values are entered, click the "Authorize Now" option to authorize your MessageBird account.

Now you have successfully authorized your MessageBird account

Manage your MessageBird Channels

Step 1:

Once you have successfully authorized your MessageBird account, you will be prompted with the option to capture the incoming messages inside your Hubspot. If you don't want to receive incoming then you can disable the capture incoming messages option.

You can also select your Messagebird channels for receiving incoming messages inside your Hubspot.

If you have multiple Messagebird channels you can select the channels from which you wish to receive the incoming messages by doing so you will receive incoming messages only from the channel you have selected inside your Hubspot CRM.

You can also select the module to receive the incoming messages. When a new message is received to your Messagebird channel, you can select the module under which you want to save the respective record inside your HubSpot CRM. You can select the module from the drop-down option. Before creating a new customer in HubSpot CRM, it will be checked with the existing clients in the CRM under the selected modules. If an existing client is found, then the incoming message will be synced with the existing client's profile.

Note: You can change this setting at any time you want to change.

Your Messagebird channels are successfully configured and you are all set to send messages using your Messagebird channels from Hubspot.

This is the installation of the application "MessageBird Sync by Ulgebra".

Application Working

Send Messages to Hubspot contacts

Step 1: Go to any of the Hubspot contacts. Click the "Send Message" option on the right panel under the "MessageBird conversations" option. Select the MessageBird channel from the drop-down.

Select the template or type your message in the text box. Enter the default country code to be added to all the Hubspot contacts. Click the "Send WhatsApp" option to send the message to the client.

Step 2: Once the message is sent, you will get notified of the sent message and it's status.

Step 3: You can view the message history added as notes under the "Activity" section inside each Hubspot contact.

Step 4: For viewing the MessageBird messages inside Hubspot, under the "Filter Activity" section, enable the "MessageBird Sync by Ulgebra" option.

Note: The messages can also be sent from the Deals, Tickets and Companies module.

How to create and manage new templates?

Step 1: Go to any of the Hubspot contacts/deals/tickets or companies modules and click the "Send Message" option under the "MessageBird conversations" option on the right panel.

Click the "Insert Template" option and find the option "Add new template".

Step 2: Enter the template name and enter the template message content in the text box. You can also fetch values using the "Insert fields" option.

You can also insert emojis/smileys using the available option. Select the Visibility type as the template has to be visible only for the admin or for all users.

Once all the required details are entered, click the "Save template" option so that the template will be saved and can be fetched later.

Step 3: Now, you can fetch the new created template inside the particular Hubspot module.

Types of MessageBird message views

There are three types of views which makes you more convenient to view your chats/messages and communicate accordingly. They are:

  • Form view

  • Chat view

  • Conversations view

Form view: This view is the default view using which you can instantly send messages to your clients. You can just select the sender, fetch the template or type your message and send the message using MessageBird.

Chat view: In this view, you can view the messages you have sent or received with that particular client. With the available option at the top, select the "Chat View" option.

Select the sender and view the MessageBird chat you have made using that particular MessageBird channel. You also have the option to send reply messages by viewing the previous messages and while sending replies you can add emojis of your choice and you can also send attachments along with your message.

Conversations view: In this view you can view the conversations of the client from different channels. With the available option at the top, select the "Conversations View" option.

  • Under the conversations view, you can able to view all the messages you have sent and received using your MessageBird channel under a single roof.

  • Select the sender to filter the conversations related to the selected Sender(Messagebird channel).

  • You can also search the phone number to view the specific conversations.

  • Select any conversation and view all the messages you have sent and received to the specific user.

  • You can send replies directly from the conversation view and make one to one conversations with your customers. You can also able to send attachments and add emojis along with your messages.

  • You can able to view the "Read" status and "Delivered" status of your messages for WhatsApp and Messenger channels.

  • In SMS you can able to view the "Delivered" status of your Messages.

  • Multiple channel messages are differentiated with their specific chat icon.

This is the different types of MessageBird message views you have in the extension "MessageBird sync by Ulgebra".

Send bulk messages using List

  • Go to any of the Hubspot contacts. Click the "Send Message" option on the right panel under the "MessageBird Conversations" option to send a message.

  • Click the "Add Recipients" option and find the "Select a List" option to insert the list and send bulk messages to clients.

  • You can also use the "search from contact" option to add multiple contacts.

  • Configure your default country code option. You have multiple options for configuring the country code.

i) Do not add Country code

If you have a country code for all your existing records in your CRM, you can select this option.

ii) Add for all phone numbers :

If all your existing records in your CRM doesn't have any country code you can select this option which will add country code for all your numbers.

iii) Add if phone number starts with 0

In case you have phone numbers in your existing records was saved with 0 (usually applies for abroad numbers) you can select this option.

iv) Add if phone number does not start with country code

In case some of your records in CRM doesn't have any country code in it you can select this option which will add country code only for the numbers which doesn't have a country code in it and ignore the ones which already have country code in it.

  • After selecting the lists, enter the message you wish to send to your customers. You can either type your personalized message or else you can use the template message. You can also insert emojis of your choice in your message.

  • After entering the message click "Send WhatsApp".

This is the authorization and working of the extension.

Points to remember

  • For using the WhatsApp channel, you have to register your WhatsApp number for approval by following the steps given at the below link:


https://support.messagebird.com/hc/en-us/articles/360000258437-WhatsApp-Business-step-by-step-onboarding


  • Apart from the subscription fee, you have to pay the cost per conversation for the message you send through MessageBird which varies from country to country you can check that at the below link:


https://www.messagebird.com/en/pricing


  • There are two kinds of messages one is the Template message and another one is the Session message.


  • The Template messages will be used to initiate conversations, the template messages should be get approved beforehand from MessageBird.


  • The Session Messages are normal conversations that are done within 24 hours after the customers reply to your Template message.


  • Once the WhatsApp number you registered for WhatsApp API is got approved, the same number can't be used on your mobile phone WhatsApp application or you can't revert that number to a normal WhatsApp number.


  • And you can use that official WhatsApp API number through the MessageBird Application only.

How to set up workflows in Hubspot? Check here

Additional features - Check here