Field mapping
Send booking answers, ad tracking and call details to HubSpot fields you choose
Field mapping
Open the Field mapping tab. Here you pick which HubSpot field each piece of Aura data fills. HubSpot calls these fields "properties".
This tab is optional. Aura always sends the name, email, phone and company. You don't map those here.
The rules Aura follows
- Aura writes only to the fields you pick here.
- Aura never empties a field that has a value. If an answer is blank, Aura leaves the field alone.
- A new answer does replace the old value in that field.
- Aura sends these fields when it makes or updates the deal for a booked call. So Call booking must be on. Pipeline stages must not be set to Don't move any stages.
If those settings are off, you see a yellow note: These fields aren't sent yet. Select Open Default sync to fix it.
Start with "All booking answers"
The first box is green and says Recommended. It is called All booking answers.
It sends every question and answer from the booking as one block of text. It works for every scheduler. You don't have to set it up again when you add a question.
To use it:
- In the box next to All booking answers, select Not mapped.
- Search for a HubSpot field and pick it. Pick a deal field if you can.
Why a deal field? Each booking has its own deal. So a lead who books twice keeps both sets of answers, one on each deal. Aura shows a check mark and says so.
If you pick a contact field, Aura shows a warning. A lead who books twice keeps only their newest answers there.
The + button makes a new HubSpot field for you. For All booking answers, the + button makes a contact field, not a deal field. To keep every set of answers, make a deal field in HubSpot yourself. Then pick it here.
The other sections
Below the green box are four sections. Each one opens and closes. A count shows how many fields in it are mapped.
| Section | What is in it |
|---|---|
| Booking questions | The questions on each scheduler, one group per scheduler. |
| Attribution | Where the booking came from. For example, UTM source, UTM campaign, ad click IDs and location. |
| Call | The setter, the closer and the call time. |
| Consent | What the person agreed to on your form: one answer per consent type, each consent box, and all their choices as one line. |
Questions are grouped by scheduler. Two schedulers can ask questions with the same name. A tag like Same question on 2 other links tells you when this happens. You map each one on its own.
Archived schedulers are hidden. To see them, select the button that starts with Show, such as Show 2 archived links (5 questions).
Use the search box to find a question, an ad tracking field or a scheduler name. Select Collapse all to close every group.
Map one field
- Open a group.
- Find the Aura field.
- Select Not mapped next to it.
- Search for a HubSpot field. Fields are listed under Contact and Deal. A field marked Suggested match has a name close to the Aura field.
- Pick one. Aura saves it right away. You see a message like UTM source will be written to HubSpot.
To stop sending a field, pick Not mapped again. You see a message like Stopped writing UTM source.
Some HubSpot fields are grayed out and listed under wrong type. The type does not fit. For example, a text answer can't go in a number field. Aura tells you which type it needs.
The + button next to a field makes a new HubSpot field for it. Its name starts with aura_. Questions get a contact field. Call details get a deal field.
A tag like Also written by means two Aura fields go to the same HubSpot field. Only one value can be kept there. Pick a different field for one of them if you want both.
Contact field or deal field?
| Pick a | When | What happens if a lead books twice |
|---|---|---|
| Deal field | The answer is about this one call. | Each deal keeps its own answer. |
| Contact field | The answer is about the person. | The contact keeps only the newest answer. |
Consent fields
Consent fields are written a little differently. Aura updates them on the contact when the person's answers change. This happens while Lead capture, Call booking or Won / lost outcome is on.
Pick a contact field for consent. Aura writes consent only to contacts, so a deal field you pick for consent stays empty.
When you save a consent field, Aura also fills it in for every contact Aura has already sent to HubSpot. A person with no consent answer on file gets Not asked for each consent type, and their consent box and Consent choices fields stay as they are. Aura fills in about 8 people a minute, so a long list can take a while.
The Consent section lists:
- Each consent type, such as Booking texts. See Consent types below.
- Each of your consent boxes. Its name starts with Consent box:, then the box's words. Aura's own boxes are here too: Text me appointment updates and Data processing.
- Consent choices: every box and what the person chose, as one line of text.
For a consent box:
- Aura writes Yes only while the person agrees, for the lead's phone number now. Otherwise it writes No.
- For a text field, Aura writes Yes or No.
- For a checkbox field, Aura writes true or false.
- For a dropdown field, Aura picks the option that means yes or no. If there is none, Aura writes nothing.
Consent types
You can also map a consent type instead of one box. The types are Booking texts, Marketing texts, Marketing emails and Data use. You choose each box's type in Privacy & consent. An answer counts for the type the box had when the person answered. An answer to a box with no type, or a box set to Other, doesn't count for any type.
Booking texts also uses Aura's own box for text reminders when the page the person last booked through shows it. Then Aura's box answers first, so a STOP reply to an Aura text turns Booking texts to No. Otherwise your own Booking texts box answers first.
For a type, Aura writes Yes, No or Not asked. Not asked means none of the person's answers had that type. Aura writes the answer, Not asked included, so it replaces what was in the field.
- Pick a text field, or a dropdown with Yes, No and Not asked options.
- You can't pick a checkbox. A checkbox can't hold Not asked.
- If a dropdown has no option for the answer, Aura writes nothing, so the earlier answer stays. For example, a dropdown with only Yes and No keeps its Yes when the answer becomes Not asked.
Aura also adds a note to the contact when the person has answered at least one box. It starts with "Consent boxes on the Aura booking form, and what this person chose:". Then it lists each box. For each one, it shows if they agreed, the words and links they saw, when they chose and the phone number it was for. Aura adds a new note when their choices, a box's words or their phone number change. Aura adds the note while any Default sync switch that sends to HubSpot is on.
If the list does not load
If you see Could not load your HubSpot properties, select Try again.
Aura reads your HubSpot fields each time you open this tab. Did you make a new field in HubSpot a moment ago? Leave the tab and open it again.