Company-Level CRM Audience Sync Integration (HubSpot & Mailchimp)

Overview

• Available CRMs: HubSpot and Mailchimp.

• Bi-directional Sync: Any changes to First Name, Last Name, and Email are reflected across both systems.

• Channel Mapping: Map CRM audiences or subscription types to Letterhead channels for automatic syncing. (A channel is where you create and manage individual newsletters.)

• Always Up-to-Date: Webhooks keep everything synced instantly, without needing manual imports.

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Roles & Prerequisites

Who can set this up?

• Only Company Admins can configure or delete CRM integrations, since they apply across the company.

What you’ll need before setup:

• API Key: Create a new Company API Key in Letterhead for the integration.

• Server Prefix: Your server prefix (e.g., abc.app.tryletterhead.com) is required during setup.

• Company Requirement: CRM integrations are only available for customers with a company-level account. (Your CSM will confirm if your account qualifies.)

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Hubspot Setup Instructions

1. Generate an API Key

• In Letterhead, go to Company Settings → API Keys.
• Click Generate New Key.
• Copy the key for use during setup.

2. Configure the Integration

• Go to Integrations in your Letterhead dashboard.

• Select HubSpot.

  

• Connect your CRM account.

• Enter your Server Prefix.

• Enter the API Key you generated.

  

3. Map Subscription Types

• CRM: Map subscription types to Letterhead channels.

  • In Letterhead,  the subscription types will come over as Subscribed, Unsubscribed, or Not Subscribed statuses.

• Supports one-to-many mapping (multiple subscription types can map to one channel).

4. Review Mapped Fields & Finish

• Confirm the synced fields (First Name, Last Name, Email).

• Save and finish setup.

5. Verify the Sync

• Check the Letterhead channel you mapped.

• Check your CRM contacts.

• Confirm records match in both systems.

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Managing the Integration

• Pause/Delete Integration

  1. In Integrations, select the CRM integration.

  2. Choose More Options → Deactivate Integration.

  3. Confirm by entering the text prompt.

  

• Reconnection

  • If you disconnect, previously synced data remains.

  • However, syncing will stop until you reconnect.

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Mailchimp Setup Instructions

1. Generate an API Key

• In Letterhead, go to Company Settings → API Keys.
• Click Generate New Key.
• Copy the key for use during setup.

2. Configure the Integration

• Go to Integrations in your Letterhead dashboard.

• Select Mailchimp.

  

• Connect your CRM account.

• Enter your Server Prefix.

• Enter the API Key you generated.

Once everything has been filled out select Next.

3. Fill out the Mapping details

• Select the Channels you want to sync with mailchimp or select the All Channels toggle to sync with all channels

• Select the Mailchimp list that you want to sync with

• Review your selections and select finish once complete

4. Once the integration is configured there will be a green check mark on the integration card indicating that this integration is enabled.

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Behavior & Edge Cases

Production Rule

• Only one CRM integration (HubSpot or Mailchimp) can run at a time.

• Running both at once is not supported.

• You must deactivate one before enabling the other.

Sync Behavior

• Webhooks automatically import and update contacts instantly.

• Changes in the CRM (e.g., name edits) sync back to Letterhead, and changes in Letterhead sync back to the CRM.

• No manual importing is needed once the integration is active.

Other Clarifications

• Limited Fields: Only First Name, Last Name, and Email are synced. ](/support/contact-support/)