A dynamic directory in HubSpot makes it possible to centralize and organize contacts, partners and service providers efficiently, without the need for manual updating. Unlike a static directory, it updates in real time according to the information stored in the CRM, ensuring that data is always up-to-date and usable.
The aim is to provide fast, accurate access to the right information, improve contact searches and avoid duplicate entries or data entry errors. To achieve this, there are two possible approaches: the first is accessible to non-technical users by exploiting HubSpot's native functionalities, and the second is more advanced, requiring the development of an API to enrich the directory with external data.
In this first part, we'll look at how to configure a dynamic directory using only HubSpot's native tools.
A dynamic directory in HubSpot makes it possible to centralize and organize contacts, partners and service providers efficiently, without the need for manual updating. Unlike a static directory, it updates in real time according to the information stored in the CRM, ensuring that data is always up-to-date and usable.
The aim is to provide fast, accurate access to the right information, improve contact searches and avoid duplicate entries or data entry errors. To achieve this, there are two possible approaches: the first is accessible to non-technical users by exploiting HubSpot's native functionalities, and the second is more advanced, requiring the development of an API to enrich the directory with external data.
In this first part, we'll look at how to configure a dynamic directory using only HubSpot's native tools.
A dynamic directory based on HubSpot CRM offers an effective solution for structuring data and simplifying access to information. It guarantees automatic updating of records, enables advanced filtering and ensures seamless synchronization between different CRM records.
The main advantage of a dynamic directory lies in its ability to update automatically according to CRM data. When a contact or company is added or updated, the directory instantly reflects these changes without the need for manual intervention.
Advanced filtering options make it possible to search for a contact according to specific criteria such as location, field of activity or certification level. This saves precious time in managing professional relationships.
Direct integration with the CRM also guarantees a clean, structured database, avoiding the multiplication of duplicate or obsolete information.
Setting up a directory in HubSpot is based on three main elements: the organization of record cards, the use of dynamic lists and the use of HubDB to structure the display.
Before configuring the directory, it's essential to define the key properties of contacts and companies.
Each record must include relevant information such as name, category, location, certification level and contact details.
Organizing data also involves creating relationships between records. A service provider can be linked to several companies, just as a partner can be associated with different projects. Good structuring ensures fluid navigation and efficient information management.
Dynamic lists allow you to display only those records that meet certain user-defined criteria. To create a dynamic list, access the CRM tab, select "Lists", then "Create a list".
You can then add filters to display only relevant contacts. For example, a list can be configured to include only certified partners in a given region. Once created, the list is automatically updated as soon as a contact enters or leaves the defined criteria.
HubDB lets you organize data in the form of an interactive, dynamic table. Unlike dynamic lists, which remain internal to the CRM, a HubDB table can be displayed directly on a HubSpot site.
To create a HubDB table, access the "Content" tab, then "HubDB". Once the table has been created, you need to add columns corresponding to key contact information, such as name, certification or location. Advanced filtering options enhance data search and accessibility.
The directory can be directly integrated into a HubSpot website for simplified consultation. By creating a dedicated page via the "Marketing" tab, then "Website", a HubDB module can be added to dynamically display directory results.
The user experience can be optimized by integrating a search bar, action buttons for direct contact with partners, and a responsive layout suitable for mobiles and tablets.
A directory based on HubSpot's native features is ideal for companies wishing to structure a contact network without the need for complex integration. It is particularly useful for managing an internal directory, a partner network or a supplier base.
However, this approach has certain limitations. It cannot integrate external databases, nor retrieve data in real time from an API. If the aim is to connect the directory to an external data source and automate updates with information from another platform, it's best to opt for a more advanced solution, which we'll look at in the second part of this article.
HubSpot's native approach allows you to structure a directory efficiently, but has limitations when it comes to integrating external data and ensuring automatic updating. To take this a step further, if/else agency, a HubSpot agency, has developed a dynamic directory tailor-made for Hellio, using an API connected to an external database, guaranteeing real-time access to reliable, up-to-date information.
Using an API enables you to integrate data from external sources and automate updates, thus avoiding tedious manual work. In Hellio's case, information on RGE (Reconnus Garants de l'Environnement) craftsmen comes from ADEME, the French Agency for Ecological Transition. By retrieving this data directly via an API, the directory is constantly updated, offering reliable, relevant content.
One of the major advantages of this approach is the advanced search engine. Unlike HubSpot's limited filters, an API enables dynamic queries to be made using several criteria simultaneously. Users can thus search for a craftsman by type of service, zip code or area of expertise, guaranteeing fast, intuitive navigation.
Finally, the directory display is optimized to handle large volumes of data. Thanks to tailor-made development, results are displayed quickly, even when thousands of entries need to be processed simultaneously. This approach delivers a fluid, high-performance user experience on both desktop and mobile devices.
Hellio wanted to provide its users with a constantly updated directory of RGE craftsmen, enabling individuals and companies to easily find a qualified service provider.
The company was faced with two issues:
The solution had to be robust, easy to use and integrated with HubSpot to benefit from CRM functionalities for tracking interactions and managing contacts.
The if/else agency team set up an automated script to retrieve craftsmen's data directly from the ADEME API. Every night, a synchronization is performed, updating new entries and deleting those that have become obsolete. This automation ensures that the directory is always up to date, without manual intervention.
The information is then integrated into HubSpot, where it is organized as structured records in the CRM. Each craftsman has a detailed record associated with the necessary properties (name, services offered, certification, location, etc.).
One of the major challenges of the project was to enable an efficient and intuitive search. If/Else Agency developed an optimized search engine enabling artisans to be filtered according to several combinable criteria:
The directory interface was designed to be fluid, ergonomic and fast. The aim was to guarantee an optimal user experience with minimal loading time, whatever the size of the database.
Design and navigation were designed to adapt perfectly to mobiles and tablets, guaranteeing optimal access for users wherever they are.
Thanks to this tailor-made solution, Hellio now benefits from a dynamic, accurate and reliable directory, accessible directly from its website.
The project received very positive feedback from the Hellio teams, who particularly appreciated If/Else Agency's support and the quality of the technical development implemented.
Setting up a dynamic directory via an API is not limited to Hellio. Many companies can take advantage of this approach to structure and centralize their data seamlessly and efficiently.
Whether you're looking to display a network of service providers, structure a product catalog or centralize customer data, automation via API saves considerable time and makes better use of data.
If your company needs a dynamic directory connected to an external database, If/Else Agency can help you design and optimize a customized solution.
Creating a dynamic directory in HubSpot optimizes the management of contacts, partners and service providers by centralizing information and making it easy to update.
HubSpot's native approach is ideal for companies looking for a quick and easy-to-implement solution. Thanks to dynamic lists and HubDB, it's possible to structure an interactive directory without any technical skills.
However, for more complex requirements, particularly when it comes to integrating external databases and guaranteeing automated updating, the API approach offers unrivalled flexibility. The example of the directory developed for Hellio by If/Else Agency demonstrates how a tailor-made solution can automate data management, optimize the user experience and simplify access to constantly updated information.
It all depends on your company's needs and resources. A hybrid solution combining HubSpot's native functionalities and a specific API integration can also be considered to get the best out of both methods.
If you're looking to deploy a high-performance dynamic directory tailored to your business constraints, if/else agency can help you implement customized solutions, combining HubSpot expertise and advanced development.