HubSpot Integration - Action Items
📋 Project Setup
- Draft change order agreement (fixed fee)
- Review and send updated Change Order to Zack for signature ($2,000 fixed fee; includes Outlook-compatible invites)
- Receive HubSpot credentials from Ron Berry III
- Extract and send complete list of scheduling status field values to Ron
- Confirm HubSpot fields include interview_scheduled_at (DateTime)
- Confirm invite requirements: recipients (candidate, hiring partner, Zach, Scott,
hello@myneuropathway.com) + resume attachment - Define rollout + QA process: sandbox-first testing + incognito regression checklist
- Schedule weekly Monday 10–15 min check-in to validate core flows (ongoing)
- Review HubSpot API documentation for contact update
💻 Development Phase
- Build initial full database sync logic + backfill (existing records)
- Implement email-based record matching algorithm
- Build webhook handlers for real-time field updates (incl. interview_scheduled_at)
- Implement Outlook-compatible calendar invites (Accept/Decline) for scheduled interviews (completed 2025-12-19)
- Implement error handling and logging for failed syncs/invites
- Create retry mechanisms for transient failures
🧪 Testing & Deployment
- Test initial sync with small batch of records
- Validate webhook triggers work correctly in real-time
- Confirm no duplicate records created
- Monitor for edge cases and refine matching logic
- Validate email matching works for all records
📄 Documentation
- Document integration for future maintenance
- Create technical handoff documentation
- Update project README with integration details
🎯 Project Completion
- Testing report delivered to client
- Client acceptance and sign-off
- Submit final invoice ($2,000 fixed fee)
🧭 Backlog / Phase 2 (Optional)
- Scope + quote two-way sync (HubSpot → NeuroPathway) if/when client wants to operate entirely from HubSpot
- Explore HubSpot-first architecture (move scheduler logic into HubSpot backend; reduce external app usage)
- Auto-populate scheduler forms from HubSpot (search by email/name/ID to reduce double data entry)
- Auto-complete interviews based on interview_scheduled_at (reduce manual “completed” status updates)