How to Collect Contacts in HubSpot from QRCodeChimp Forms

Learn how to collect contacts in HubSpot from your QRCodeChimp forms automatically, streamlining your CRM process and eliminating manual data entry. This guide will show you how to map the necessary fields in Zapier, set HubSpot as the action, and ensure every form submission is added to your HubSpot CRM.

If you haven’t set up the Zapier integration with QRCodeChimp yet, refer to How to Integrate Zapier Webhooks with QRCodeChimp Forms, where we guide you through connecting QRCodeChimp to Zapier.

Prerequisites to collect contacts in HubSpot

Accounts and access

• QRCodeChimp account (PRO and above).
• Zapier account with a suitable plan.
• HubSpot account with permission to create contacts.

Required setup from the previous stage

To connect QRCodeChimp to HubSpot, you first need to connect QRCodeChimp to Zapier and ensure that the following steps are completed.

• QRCodeChimp is connected to Zapier as the trigger.
• A successful test record was pulled in Zapier.
• At least one QRCodeChimp form is capturing the fields you plan to map.

Data and properties

• Core fields to map: Email, First name, Last name, Phone.
• Any extra HubSpot properties your team uses. Create them in HubSpot first, then refresh fields in Zapier.

Helpful prep

• A recent QRCodeChimp submission to test with.
• A target list in HubSpot if you plan to segment new contacts.
• A naming convention for your Zap so teammates can find it fast.

Common snags to prevent

• Make Email required on your QRCodeChimp form to avoid failed contact creation.
• Confirm your HubSpot user has Contacts write access.
• If you add new properties, refresh fields in Zapier before mapping.

Steps to collect contacts in HubSpot

Step 1: Finish your trigger test

You’re in Zapier on the Trigger step for QRCodeChimp (QRCodeChimp → Webhooks by Zapier → Catch Hook).

1. Click Test trigger to pull a sample from your form.
2. If you recently changed the form, click Find new records to fetch a fresh submission.
3. Click Continue with selected record to lock it in.

You’re done when the selected record shows real values (email, name, phone, etc.) and the Zap moves to the Action block.

Tip: If fields are empty or look outdated, submit your QRCodeChimp form once and test the trigger again.

Step 2: Choose the HubSpot action

You’re in the Action block of your Zap.

2.1 Search for HubSpot and select it.

2.2 Open the Action event and choose Create or Update Contact.

You’re done when the card shows HubSpot — Create or Update Contact.

Pick Create or Update Contact to prevent duplicates by updating a matching email. Use Create Contact only if every email is new; otherwise, it can fail or create duplicates.

Step 3: Connect your HubSpot account

You’re in the Action step, Account section.

3.1 Click Select → Connect a new account.

3.2 Log in to HubSpot in the pop-up.

3.3 Approve access.

3.4 Back in Zapier, click Continue.

You’re done when it shows Connected as [your name] and the correct HubSpot portal name/ID.

Tip: If you manage multiple portals, confirm you connected the right one (portal name/ID). Mislinked portals are a common cause of “contact not found.”

Step 4: Map your fields

Where you are: Action step → Set up action.
What to click: In each HubSpot field, start typing Contact information: to filter to standard contact properties, then insert values from the Catch Hook sample.

Before you map

• Create any custom properties in HubSpot first (Settings → Properties).
• Back in Zapier, click Refresh fields so new properties appear.

Phone choice
Pick one phone property and stick with it:

• Contact information: Phone Number (main phone) or
• Contact information: Mobile phone number (mobile)

Example mapping

HubSpot property (pick this)	Value from Zapier (select from Catch Hook)
Contact information: Email	Email
Contact information: First Name	First Name
Contact information: Last Name	Last Name
Contact information: Phone Number	Phone
Contact information: Mobile phone number (if you use mobile)	Mobile Phone
Legal basis for processing contact’s data (if required)	Static text e.g., Freely given consent

If you collect extra fields (e.g., Enquiry), create a matching property in HubSpot (Single-line or Long text), click Refresh fields in Zapier, then map Enquiry → your HubSpot property.

Formatting tip: Use country codes for phone numbers (e.g., +1 415 555 0100) to improve deliverability and validation.

Step 5: Test and publish

You’re at the Action step footer.

5.1 Click Test step to send the sample to HubSpot.

5.2 In HubSpot, open Contacts, search by the test Email, confirm the mapped fields are filled, and check the Activity shows Created via Zapier (or Updated via Zapier).

5.3 Back in Zapier, click Publish. The Zap status shows ON.

If the contact already exists, Create or Update Contact updates the record with new values. Create Contact can fail on a duplicate email or create a duplicate if the email differs (e.g., an alias).

After go-live

• Monitoring: Check Zap History weekly for errors or throttling.
• Maintenance: If you change form fields or HubSpot properties, click Refresh fields in the action step and re-test.
• Data hygiene: Add a Filter step to stop the Zap when Email is empty or matches test terms (e.g., “test@”, “example.com”).

Common snags and fixes

• Contact not created → Fix: Confirm the correct HubSpot portal, verify Contacts – Write permission, review Zap History for step errors, then re-run the test.
• New property missing in Zapier → Fix: Create property in HubSpot → in Zapier click Refresh fields → remap → test again.
• Duplicate contacts → Fix: Use Create or Update Contact; standardize email source; consider a Formatter step to trim spaces/lowercase email.
• Phone rejected/blank → Fix: Send E.164 format with country code; map to only one phone property.
• No sample data → Fix: Submit the form once, then Find new records in the trigger.
• Wrong portal connected → Fix: Reconnect HubSpot account and pick the correct portal name/ID.

Optional enhancements

• Add to list: After the contact step, add HubSpot → Add contact to list, pick your target list.
• Notify team: Add Slack or Email by Zapier; include Name, Email, Phone, Enquiry.
• Create company + associate: Add HubSpot → Create company, then HubSpot → Associate record (Contact ↔ Company).

Compliance note

If you collect marketing opt-in, map it to HubSpot’s consent fields (or store consent text/timestamp in custom properties) and set Legal basis accordingly.

Resources

1. HubSpot’s default contact properties.
2. Create and edit properties.
3. Deduplicate records in HubSpot.
4. Assign access to records (permissions).
5. Understand your data sync field mappings (incl. Phone vs Mobile Phone).
6. Create lists.

Conclusion

You connected QRCodeChimp to HubSpot in Zapier, chose the HubSpot action (use Create or Update Contact to avoid duplicates), mapped the core and any custom fields, ran a live test, and published. From here on, each new form submission creates or updates a HubSpot contact automatically, cutting manual entry and keeping records clean.

Turn the Zap on, submit your form once, and verify the contact in HubSpot with the right properties and a Created/Updated via Zapier activity. Check Zap History for errors this week and periodically after; if you change fields, refresh mappings, and retest. Add a filter to skip blank or test emails, and, if needed, add steps to place the contact in a list, notify your team, or create and associate a company. You’re ready to start capturing every submission in HubSpot.

Frequently asked questions