Map Your HubSpot Contact and Account Statuses to Apollo Stages
Under the HubSpot Contact Status sections, first, map to the HubSpot field you use to track Contact Status in HubSpot.
Pro tip: Map these statuses one-to-one (ie. HubSpot "Lead" status should not be mapped to 'Cold' AND 'Approaching' Apollo Stages, because a change in HubSpot status would result in 2 different stage changes in Apollo, which would make the contact 'No Stage').
1. Customize Your Apollo Contact and Account Stages and Correlating HubSpot Statuses
Why: HubSpot's default Lifecycle Status property can be used, but doesn't have the granularity that's best to manage the top of the funnel. So, create a custom Property in HubSpot to use for Contact Statuses and Stages across both HubSpot and Apollo.
First, customize your Apollo Contact Stages. Here are Recommended Custom Contact Stages as a guide.
2. Create Custom Contact and Account Status Properties in HubSpot
First make sure you've created custom contact and account status fields in HubSpot, so Apollo and HubSpot are speaking the same or relative language.
It's best to make the Apollo Contact Stages reflect the HubSpot Contact Statuses so you have a truly integrated system. And, again, mapping these Statuses and Stages one-to-one is important for system setup.
For example, if you have Apollo Contact Stages Replied and Interested both mapped to the HubSpot Status Connected, when you change the stage of a Contact in HubSpot to the Contacted status, the Contact will be marked as No Stage in Apollo, because the Apollo App is being told to take two different actions with one command. Whereas, if you give Apollo one clear command, the status will update successfully.
3. Map Apollo Contact and Account Stages with HubSpot Statuses
Once you've finalized your statuses in HubSpot and Apollo, navigate to Settings > Integrations > HubSpot > Mappings > and click under the HubSpot Account Status section.
Choose the HubSpot Contact Status Property you use to track Contact Status in HubSpot so we can map the Statuses from that Property to their coordinating Apollo Contact Stages.
Than, map your HubSpot Statuses and Apollo Stages one-to-one, as seen below.
Pro Tip: If you've connected your HubSpot instance before mapping your Contact and Account Statuses, you need to Pull All HubSpot Contacts to Apollo Contacts to update stages on existing Contacts.
Related Resources for Setup Best Practices in Apollo: