4.7 KiB
Abri bookings: what your HubSpot changes do
Who this is for: operations staff who work Abri deals in HubSpot — booking surveys, recording visit outcomes, updating deal fields.
The one-line version: for deals on the Abri Stock Condition project, certain HubSpot field changes are picked up automatically and sent to Abri's scheduling system (OpenHousing). You never talk to OpenHousing directly — the deal fields are the controls.
Which deals does this apply to?
Only deals associated with the Abri Stock Condition — Privately Funded project. Changes to any other deal are ignored by this integration.
How fast does it happen?
Changes are picked up automatically shortly after you save them in HubSpot — usually within a few minutes. Nothing fires while you are mid-edit; it's the saved change that counts.
What your changes do in Abri's system
| When you… | Abri's system… | How you know it worked |
|---|---|---|
| Set Expected commencement date for the first time | Sends us the tenancy details for the property | Tenant contact records appear in HubSpot, linked to the deal |
| Set Confirmed survey date for the first time | Creates the survey booking (a "job") against the property, assigned to the surveyor on the deal | Abri's job number appears in Client booking reference on the deal |
| Change Confirmed survey date, Confirmed survey time or Third-party surveyor identifier on a deal that already has a booking | Updates the existing appointment — new date/time and/or reassigns it to the new surveyor | The deal keeps the same Client booking reference |
| Record a 3rd attempt (Number of attempts reaches 3) and set Outcome to an unsuccessful value (see below) | Cancels the booking as abandoned | — (this only fires once per deal) |
Unsuccessful outcomes that count towards abandonment — the wording must match exactly:
no answercancelled / no showtenant refusalnot viable
Any other outcome (or fewer than 3 attempts) does not cancel anything in Abri's system.
The fields, and why they matter
| HubSpot deal field | What it feeds |
|---|---|
| Expected commencement date | Setting it the first time triggers the tenant-details fetch |
| Confirmed survey date | The appointment date sent to Abri |
| Confirmed survey time | The appointment slot: morning → AM, afternoon → PM, a clock time like 09:30 → AM/PM by whether it's before midday, left blank → all day |
| Third-party surveyor identifier | Which surveyor the booking is assigned to in Abri's system. Required — a booking or appointment change cannot be sent without it, and it must be one of Abri's valid surveyor codes. Changing it on a deal that already has a booking reassigns that booking to the new surveyor |
| Number of attempts + Outcome | Together they trigger abandonment (3+ attempts and an unsuccessful outcome) |
| Client booking reference | Abri's job number, written back by the system after the booking is created |
| Deal name | Used as the job description Abri's staff see |
Things that will catch you out
Clearing the survey date does NOT cancel the booking
If you delete or blank the confirmed survey date, the booking still exists in Abri's system and the surveyor is still expected. There is currently no way to cancel a booking from HubSpot other than the 3-attempts abandonment route. If a booking needs cancelling for any other reason, contact the tech team.
Don't edit Client booking reference
It is written automatically with Abri's job number and is how the system finds the booking when you later change or abandon it. If you overwrite or clear it, appointment changes and abandonments will stop working for that deal.
The surveyor identifier (Third-Party Surveyor Identifier) must be a valid Abri code
Free-typed or misspelt values will be rejected by Abri's system and the booking won't be made. The tech team holds the current list of valid surveyor codes from Abri — use a value from that list. Soon this field will be set automatically from the deal owner.
Outcome wording is exact
Abandonment only recognises the four unsuccessful outcomes listed above, spelled exactly that way. A variation like "No Answer - left card" won't trigger it.
If the job number never appears
The booking didn't go through — most often because the surveyor identifier was missing or invalid, or the deal isn't on the Abri project. Failures land with the tech team, not in HubSpot, so you won't see an error message. If Client booking reference is still empty well after you set the survey date, flag it to the tech team rather than re-editing fields.