1. RXNT Help Center
  2. General
  3. Basic Features and Information

HubSpot Integration Setup Guide

Follow

Connect your RXNT practice management system with HubSpot to automatically sync contacts as patients. When a HubSpot contact reaches the Customer lifecycle stage, their information is pushed to RXNT as a new patient record, no manual data entry required. 

Prerequisites

Ensure the following before you begin:

  • HubSpot account with admin or super-admin permissions
  • RXNT account with valid interface credentials (username & password)
  • Required contact fields: First Name, Last Name, and Date of Birth must be populated on contacts you intend to sync to RXNT

Step 1: install the RXNT App

  1. Search for the RXNT Integration app on the HubSpot Marketplace and install it.
  2. Once the installation is complete, click Authenticate. This will redirect you to the RXNT–HubSpot Integration page to proceed with the setup.
  3. Sign in to HubSpot if prompted and select the account you want to connect.
  4. Review the requested permissions:
  • Read & write contacts
  • Read & write contacts custom properties
  1. Click Connect App to authorize.
  2. Once installed, click Authenticate. You will be redirected to the RXNT HubSpot Integration page (https://hubspot.static.app2.rxnt.com/) to complete authentication.
 If you see an error after authorization, verify that your HubSpot account has admin permissions and try again.

Step 2: Authenticate your RXNT account

  1. Enter your RXNT interface Username and Password.
  2. Click Authenticate.
  3. The system validates your credentials against the RXNT API.
  4. On success, a "Setup Complete!" confirmation screen is displayed.
  5. Return to your HubSpot tab — the integration is now active.
Use your RXNT interface credentials, not your HubSpot login. If authentication fails, verify your RXNT account is active.

What happens during authentication

The integration automatically:

  • Validates and securely stores your encrypted RXNT credentials (AES-256-CBC)
  • Creates an RXNT property group on your HubSpot contacts
  • Creates two custom properties: Sex (dropdown: M/F/U) and Date of Birth (date picker)
  • Enables automatic one-way sync from HubSpot to RXNT

Step 3: Verify the integration

Check custom properties

  1. In HubSpot, go to Settings > Properties > Contact properties.
  2. Filter by group: RXNT.
  3. Confirm you see: Sex (dropdown) and Date of Birth (date field).

Test a contact sync

  1. Open or create a test contact in HubSpot.
  2. Fill in First Name, Last Name, and Date of Birth (RXNT group). Optionally add Sex (RXNT group), Email, Phone, and Address fields.
  3. If you are adding an Address, make sure to enter the correct State/Region code, Postal Code, City, and Street Address.
  4. Set the contact’s Lifecycle Stage to Customer.
  5. Verify the patient record appears in RXNT within moments.
If the contact is already at Customer stage, change it to another stage first, then back to Customer to trigger the sync.
Please ensure all address fields are accurate. Any incorrect or incomplete information may impact the sync from HubSpot to RXNT. If you choose to use address properties, you must include all required address fields, as partial address details will prevent proper synchronization.

How the sync works

The integration performs a one-way sync from HubSpot to RXNT, triggered by lifecycle stage changes:

  1. A contact’s Lifecycle Stage changes to Customer in HubSpot.
  2. HubSpot sends a webhook to the RXNT integration.
  3. The integration fetches, validates, and transforms the contact data.
  4. A patient record is created in RXNT via the RXNT SAVE PATIENT API.
  5. If errors occur, a notification email is sent to the HubSpot user who installed the app.

Key details:

  • Only contacts moved to Customer are synced
  • Each patient is linked via an external reference ID (hubspot_<contactId>)
  • Token refresh for both HubSpot and RXNT is handled automatically

Data fields synced

The following fields are mapped from HubSpot to RXNT:

HubSpot Field RXNT Patient Field Required
First Name First Name Yes
Last Name Last Name Yes
Date of Birth DOB Yes
Sex Patient Sex No
Email Email No
Phone Number Cell Phone No
Street Address Address 1 No*
City City No*
State/Region State No*
Zip Code Zip No*
If any address field is provided, City, State Code, and Zip Code become required.

Error notifications

The integration emails the HubSpot user who installed the app when issues occur:

  • Patient sync failure — Contact failed validation or was rejected by RXNT. Includes contact name and timestamp of failure.
  • Authentication failure — Token refresh failed. Includes Authenticate button available on the screen to authenticate the service again and restore the connection.

Troubleshooting

Contact not syncing

  • Lifecycle Stage: Must be set to Customer.
  • Required Fields: First Name, Last Name, and Date of Birth must be filled in.
  • Address Fields: If any address field is set, City, State Code, and Zip Code are all required.
  • Check Email: Look for error notification emails with failed contact name.

Authentication failed during setup

  • Verify your RXNT interface username and password are correct
  • Ensure your RXNT account is active and not locked
  • Try connecting to RXNT directly to confirm credentials

Custom properties missing

Go to Settings > Properties > Contact properties and search for "RXNT". If missing, disconnect and reinstall the app.

Authentication failure email received

  • HubSpot: Reinstall the app from the integration page to re-authorize.
  • RXNT: Verify credentials are valid. If your password changed, reinstall and re-authenticate.

Disconnect / Uninstall

Uninstall from HubSpot

  1. Go to Settings > Integrations > Connected Apps.
  2. Find RXNT in the list and click to open details.
  3. Click Actions > Uninstall and confirm.

What happens when you uninstall

  • Webhook notifications stop — no new contacts will sync
  • Patient records already created in RXNT are preserved
  • Custom properties (Sex, Date of Birth) and the RXNT group remain in HubSpot and can be manually deleted

Reinstalling

Visit the integration page and repeat Steps 1 & 2. Existing custom properties are detected and reused. Sync resumes for new contacts moved to Customer.

Helpful tips

Contact layout in HubSpot

  • It’s recommended to add all fields utilized by the integration to the main Contact screen in HubSpot, ensuring easy access.

Contact syncing

  • The initial sync for a Contact will create a new patient in RXNT. Once the patient is successfully created by the integration, any future syncs for that Contact will sync data updates to the existing patient in RXNT. 

FAQ

Does this sync data from RXNT back to HubSpot?

No. The integration is one-way: HubSpot to RXNT only.

What if I toggle a contact away from the Customer lifecycle stage and back?

The sync triggers each time the Contact’s lifecycle stage changes to Customer. Existing RXNT records are updated.

Can I control which contacts sync?

Yes. Only Customer-stage contacts sync. Use HubSpot workflows to control which contacts reach that stage.

Is my RXNT password stored securely?

Yes. Credentials are encrypted with AES-256-CBC and never stored in plain text.

Do I need to re-authenticate periodically?

No. Tokens refresh automatically. Re-authentication is only needed if your RXNT password changes.

Which HubSpot plans are supported?

Any plan supporting connected apps: Enterprise.

Who receives error emails?

The HubSpot user who installed the app receives error emails.

Support

Need help? Reach out to the RXNT support team:

  • Email: support@rxnt.com
  • Website: RXNT
Was this article helpful?
0 out of 0 found this helpful

Articles in this section

See more