HubSpot app guide
What the Local Media Desk HubSpot app connects, who can install it, and what to send when something fails.
What the app connects
The Local Media Desk HubSpot app connects authorized CRM records to the planning and operating workflows your organization has enabled, and surfaces them on a card inside HubSpot. The connection is tenant-scoped: one workspace cannot use it to reach another workspace's data.
What a seller does on the card
The card opens on a planning brief rather than a conversation. Values the CRM already holds are filled in, each labelled with where it came from. Values that arrive while the card is loading fill untouched fields; they do not replace your edits, including a field you deliberately cleared. When reopening a saved brief, confirmed answers appear ahead of CRM defaults and are labelled “Saved planning brief.” Research assumptions do not become confirmed form answers. Readiness remains unconfirmed until the planning service evaluates the saved brief. After editing, save again to refresh the outstanding requirements before starting planning. Clearing an input does not delete its saved answer; restore it or supply a valid replacement before saving.
Confirm the business. The card matches the HubSpot company to a Local Media Desk account, or creates one. Planning is account-scoped, so nothing else runs until this is settled.
Complete the brief. Required fields are marked, and what is still outstanding is reported by the planning service itself rather than guessed by the card. The list covers only what the brief can answer: research, recommendations and the proposal. Approvals that belong to placing an order come later and never hold up the brief. A monthly media budget is asked for directly — see the budget answers below.
Confirm the planning scope. Local Media Desk proposes the geography from its own market evidence and you pick one. Research does not start without a confirmed scope, and where a boundary is approximate the card says so before you confirm.
Run research, then generate recommendations. Both run in the background. Three priced recommendations come back, each with its reasoning and its line-by-line allocation.
Choose one, which drafts the proposal. One step, not three: the choice is applied and the proposal is drafted and versioned from it. The Proposal tab takes over from there.
Write the client draft, then send it. A proposal with no grounded narrative cannot be sent, and the card says exactly what is missing. Sending is confirmed against a read-back of the exact proposal, because it leaves your team.
Put it on the deal. Updating the record needs its own approval. The card records exactly what would be written and offers a link to approve it in Local Media Desk; nothing is written to the deal until it is approved. After you approve, continue on the card. The proposal, its amount, its status and the client link are then written to the HubSpot record, and the card reports whether HubSpot read them back.
The client link is shown once
A share link is stored only as a hash, so the URL itself exists exactly once — in the response to sending. Copy it from the card, or write it onto the deal, before you navigate away. If it is lost, send again: that issues a fresh link and retires the old one.
The budget answers
The brief takes a monthly media budget in one of three forms:
| Answer | What recommendations use |
|---|---|
| A fixed monthly amount | That amount. |
| A monthly range | The middle of the range. The card shows the figure next to the range before anything is built. Both ends are needed, and the highest must be at least the lowest. |
| Not established yet | Nothing. It is a complete answer for the brief, and research can start on it, but recommendations need a figure. Enter an amount or a range when the client gives one. |
The three recommendations are priced around that figure: the balanced option at it, one below it and one above it. The card does not offer to recommend a budget from nothing. An older brief that holds a “recommend one” answer from a Coach conversation opens with the budget choice empty, so the seller picks one of the three.
Whenever the brief has no figure, or no stated goal, the card says so under Build the proposal before research starts, and Generate recommendations stays unavailable until it is added and saved. Research itself can still run.
The deal amount is not a media budget
A HubSpot deal amount is the sales value of the deal, and a close date is when the sale is expected to close. Neither is a monthly media budget or a campaign flight. The card offers them as suggestions you apply deliberately; it never fills them in as planning inputs on your behalf.
The Ask tab is available for questions the brief cannot take. Nothing in the planning path depends on it, and opening the card does not start a conversation.
Installing it
Confirm installation access
The app uses HubSpot's marketplace distribution type. This does not by itself mean the app is publicly listed or available to every account. If HubSpot refuses authorization, ask your integration operator to check the app's installation access and the account you selected.
Start from Local Media Desk, with the right workspace selected. The connection is bound to the workspace that is active when you begin.
Use a workspace administrator account. Starting the connection requires
the tenant.admin permission in that workspace; without it the request is
refused rather than queued.
Read the permissions HubSpot shows you. HubSpot lists the scopes being requested before you approve. Confirm you are signed in to the intended HubSpot account on that screen.
A failed authorization is not a connection
If authorization does not complete, the result is reported as an error. It is not evidence of a successful sync. An administrator should check the saved connection and credentials before retrying, because setup may have completed only some of its steps.
Reauthorizing for catalog access
Catalog synchronization requires permission to read and write HubSpot products and line items. An existing installation does not gain these permissions when the app is updated. A workspace administrator must reconnect it and approve the additional permissions in the intended HubSpot account.
Ask your integration operator to confirm the updated app is deployed and back up the connection settings before reconnecting. Reauthorization preserves your field mappings, feature choices, and other saved settings while refreshing the app's authorization details. It does not enable features you previously turned off. If settings are being edited at the same time and authorization fails, finish those edits before starting a new authorization.
After reconnecting, have the integration operator verify the granted permissions and catalog properties, then check the card on the intended deal. A successful connection alone does not confirm that products or line items have synchronized.
Data and disconnection
Local Media Desk retains the operational evidence needed to explain completed syncs. Disconnecting the app stops future authorized access; it does not silently rewrite the historical record of what already happened.
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