How to Connect Sansan with Hubspot and Sync Contacts

Integrating Sansan with Hubspot helps you convert scanned business cards into actionable CRM records, so sales and marketing teams can follow up faster and keep clean contact data synchronized across both platforms.

This guide walks you through how to connect Sansan to your Hubspot account, set up synchronization, understand what data is shared, and fix common issues with the integration. All steps are based on the official instructions from the Hubspot Sansan integration documentation.

Requirements for the Sansan Hubspot Integration

Before you connect Sansan with Hubspot, confirm the following requirements are met in both systems so the integration can run smoothly.

Required access in Hubspot

• An active Hubspot account with permission to connect integrations.
• Access to create and edit contacts in Hubspot.
• Administrator-level access recommended for managing CRM settings and properties.

Required access in Sansan

• A Sansan account with permission to use external integrations or apps.
• Access to view and export card data in Sansan.
• The ability to allow Sansan to connect to external services via OAuth or API, depending on your plan.

Technical and security considerations

• Stable internet connection when authenticating the integration.
• Browser configured to allow pop-ups during the connection flow, as Hubspot may open an authorization window.
• Awareness of your organization’s data protection policies, since the integration moves personal data between Sansan and Hubspot.

How to Connect Sansan to Hubspot

Once all requirements are confirmed, use the following steps to set up the Sansan and Hubspot connection.

Step 1: Start the connection from Hubspot

1. Sign in to your Hubspot account.
2. Navigate to your integrations or app marketplace area in Hubspot.
3. Search for the Sansan integration listing.
4. Select the Sansan app to open its details page.
5. Click the option to connect or install the Sansan integration for your Hubspot portal.

Step 2: Authorize Sansan to access Hubspot

1. A new window or tab will open asking you to log in to Sansan, if you are not already signed in.
2. Review the requested permissions that allow Sansan to send contact information to Hubspot.
3. Confirm the connection to grant Sansan access to your Hubspot data as specified.
4. Wait for the confirmation message indicating the connection is complete.

After authorization, Sansan and Hubspot are linked, and synchronization settings can be adjusted according to your organization’s workflow.

Understanding What Syncs Between Sansan and Hubspot

The Sansan integration is designed to move business card information into your CRM so Hubspot can be the system of record for contact management, tracking, and follow-up.

Typical contact fields synced to Hubspot

• Contact name data (first and last name drawn from the business card).
• Company or organization name taken from the card.
• Work email address and phone number details.
• Job title and department when available.
• Address information where captured by Sansan.

How new contacts are created in Hubspot

When a card is scanned in Sansan and meets the criteria set in the integration, a corresponding contact record is created or updated in Hubspot. Matching rules depend on configuration, but they typically rely on:

• Email address as a primary unique identifier, when present.
• Name and company combinations where email is not available.

This behavior helps avoid unnecessary duplicates and keeps Hubspot contact records closely aligned with Sansan card data.

Data flow direction

The primary data flow is from Sansan into Hubspot. Sansan acts as the capture point for card information, and Hubspot stores that information in the CRM. Changes made in Hubspot may not sync back to Sansan, depending on the integration’s design, so always verify which system should be treated as the main source of truth for each field.

Managing Synced Contacts in Hubspot

Once data is flowing from Sansan, use Hubspot tools to segment and work with the incoming contacts effectively.

Using contact lists and filters in Hubspot

• Create lists of contacts sourced from Sansan using integration-specific properties or original source fields in Hubspot.
• Filter contacts by import date to focus on the newest leads captured from business cards.
• Segment by company, job title, or region for targeted sales and marketing campaigns.

Automating follow-up in Hubspot

With card data in your CRM, you can build automated workflows in Hubspot to nurture new relationships:

• Send a welcome email sequence to contacts coming from Sansan.
• Create tasks for sales representatives to follow up personally after an event.
• Assign contacts to specific pipelines or owners based on Sansan card tags or company attributes.

Maintaining data quality in Hubspot

• Periodically review records created from Sansan to confirm the mapping of card fields to Hubspot properties.
• Merge duplicates that slip through matching rules using native Hubspot duplicate management tools.
• Introduce data validation rules and standardized naming conventions in Hubspot to keep company records consistent.

Troubleshooting the Sansan Hubspot Integration

If contacts are not appearing as expected, use this section to diagnose common issues with the Sansan and Hubspot connection.

Common connection issues

• The Sansan app is no longer authorized in Hubspot due to password changes, permission updates, or revoked access.
• Required user permissions in either Sansan or Hubspot have been removed.
• Browser ad blockers or strict network settings are interfering with the authorization process.

Steps to fix sync problems in Hubspot

1. Confirm that the Sansan integration is still listed as connected in your Hubspot integrations page.
2. If disconnected, repeat the connection steps and re-authorize Sansan access to Hubspot.
3. Check user roles to ensure the integration user in both systems has sufficient permissions.
4. Review any status or error messages shown in the Sansan interface related to Hubspot sync.
5. Test by scanning a new card in Sansan and verifying whether the contact appears in Hubspot shortly afterward.

When to contact support

If the integration remains connected but contacts still fail to appear in Hubspot, gather the following information before contacting support teams:

• Timestamps for recent card scans.
• Example contact details that should have synced.
• Screenshots of any error messages in Sansan or Hubspot.

You can then escalate the issue through your Sansan support channel or through Hubspot support, referencing the Sansan integration and describing the specific behavior you are experiencing.

Best Practices for Using Sansan with Hubspot

To get the most value from the integration, adopt a few simple operational habits across your team.

Standardize data capture workflows

• Decide who is responsible for scanning cards into Sansan after events.
• Set expectations for how quickly cards should be scanned so new contacts reach Hubspot in a timely manner.
• Encourage careful verification of scanned text in Sansan before syncing to Hubspot.

Align sales and marketing in Hubspot

• Agree on which lifecycle stages new Sansan contacts should be assigned to in Hubspot.
• Build shared dashboards that track conversions and pipeline created from Sansan-sourced leads.
• Document your process so new team members understand how Sansan and Hubspot work together.

Review integration settings regularly

• Revisit your sync settings after major events or campaigns.
• Confirm that new custom properties in Hubspot are mapped correctly, if applicable.
• Audit a sample of contacts every few months to ensure field mappings from Sansan remain accurate.

Additional Resources for Optimizing Hubspot Integrations

Beyond Sansan, you can improve your overall CRM and marketing operations strategy by reviewing best practices for integrations, automation, and data management in Hubspot.

• Consult strategic guides and implementation services, such as those provided by Consultevo, to design scalable workflows.
• Refer back to the official Hubspot Sansan integration help article for the latest details on features, limitations, and updates.

By connecting Sansan with Hubspot, establishing clear workflows, and regularly reviewing synchronization performance, your team can turn physical business cards into a reliable digital pipeline for revenue-generating relationships.

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