Before you begin
To connect a HubSpot portal you need:
Octopods admin role. Only admins can connect workspaces in Octopods. If you aren’t an admin, ask an admin teammate to connect the portal or to upgrade your role.
HubSpot admin access. HubSpot’s authorization screen requires a user with permission to install apps and approve the requested scopes for the portal.
The right HubSpot portal open. If you have access to multiple HubSpot portals, sign in to HubSpot first and confirm the right portal is selected before you start.
At least one HubSpot inbox. When you add channels later, each one routes to a HubSpot inbox of your choice. Your HubSpot user must have access to at least one inbox in the portal.
Each HubSpot portal can be connected to one Octopods account at a time.
Step 1: Open the Connected Workspaces page
Sign in to Octopods. You land on the Connected Workspaces page automatically.
If you haven’t connected anything yet, the page is in its welcome state with “Thanks for signing up!” and a “Step 1 of 2” badge.
If you already have other workspaces, find the option to add another from the same page.
Step 2: Start the HubSpot connection
Locate the Connect HubSpot card with the message “Link your HubSpot account” and click Connect. Octopods redirects you to HubSpot.
Step 3: Approve access in HubSpot
On HubSpot’s side:
Sign in to HubSpot if you aren’t already signed in.
Pick the HubSpot portal you want to link.
Review the scopes Octopods is requesting (listed below) and approve.
HubSpot redirects you back to Octopods.
The scopes Octopods requests are:
Conversations — read and write HubSpot conversations, including reading and writing custom channels, so inbound messages can become HubSpot conversations and replies can be sent back out.
HubSpot users — read your HubSpot user list so Octopods can identify the admin connecting the portal and attribute activity correctly.
Files — baseline access HubSpot needs so Octopods can work with file attachments in conversations.
Contacts (for phone-based channels) — read and write HubSpot contacts so Octopods can match incoming messages to existing contacts and keep records aligned when you connect a phone-based channel such as WhatsApp or SMS.
Tickets (for phone-based channels) — create and update HubSpot tickets tied to the conversations that come in on WhatsApp or SMS.
Companies and deals (optional) — read and write HubSpot companies and deals so Octopods can associate incoming messages with the right CRM records, when this is turned on for the channel.
Step 4: Confirm the workspace appears
After HubSpot redirects you back to Octopods, the new workspace appears on the Connected Workspaces page. The row shows:
“Portal ID #” followed by your HubSpot portal ID as the workspace name.
The provider — Hubspot.
The admin who connected it under Added by.
A green Active badge confirming the connection.
The workspace is now ready. Click into it to add your first messaging channel.
What happens to your channels in HubSpot
A HubSpot workspace is set up so each channel you add appears as a custom channel inside HubSpot. That means your existing HubSpot inboxes, automations, routing rules, and reporting can treat Octopods-connected channels like any other inbox source.
When you set up each channel, Octopods asks you to pick:
The HubSpot inbox you want this channel’s conversations to land in. You can pick any inbox your HubSpot user has access to. Each channel can be routed to a different inbox if your team is organized that way.
After setup, Octopods registers the channel inside HubSpot as a custom channel for that inbox, so HubSpot knows where to thread inbound conversations and which channel to identify them with.
Channels supported on HubSpot workspaces
HubSpot workspaces support a focused set of channels:
WhatsApp (Cloud API).
Twilio SMS.
Telegram.
Facebook Messenger.
Instagram.
Slack.
If you need a channel that isn’t on this list, see the Channels section to confirm whether it’s available on Intercom workspaces.
Common things that go wrong
You don’t see the option to approve the HubSpot app. Your HubSpot user doesn’t have admin permissions for that portal. Ask a colleague with admin access to complete the connection.
No inbox appears during channel setup. Your HubSpot user doesn’t have access to any inbox in the portal. Ask your HubSpot admin to grant you inbox access, or have an admin set the channel up.
The portal is already connected. Each HubSpot portal can be connected to one Octopods account at a time. If the portal is already in another Octopods account, contact Octopods support.
You connected the wrong portal. Sign in to HubSpot, switch to the correct portal, then start the connection again from Octopods.
After connecting
With the portal in place you can:
Add your first channel inside the workspace and pick the HubSpot inbox it should route to.
Test the round trip — send a message on a connected channel and confirm it appears in the chosen HubSpot inbox.
Use the HubSpot extension cards to send proactive messages from contact and conversation views.
Add Octopods as a workflow action in HubSpot Workflows to automate outbound messages.
What’s next
See the Channels section for how to add WhatsApp, Twilio SMS, Telegram, Messenger, Instagram, and Slack to a HubSpot workspace