Connect a Business Card Scanner to HubSpot

Step 1: authorise HubSpot

Your scanner’s settings screen has an “Add CRM” button. Pick HubSpot, and HubSpot’s standard OAuth flow opens. Your rep logs into HubSpot with their existing credentials and approves the scanner’s access scopes.

Your scopes typically include contacts:write, companies:write, deals:write and lists:read. Nothing outside the scanner’s job.

Step 2: pick default Pipeline and Stage

Your scanner will create Deals as part of the scan flow (if you want it to). Pick which HubSpot Pipeline the Deal lands in and the starting Stage.

Your defaults are per-user, so event reps can default to “Trade Show Pipeline / New Lead” while partner managers default to something else.

Step 3: lifecycle stage defaults

Your HubSpot Contacts flow through lifecycle stages. Your scanner sets the default stage for new scans. Exhibition leads start at “Lead”; referrals at “MQL”.

Your rep can override per scan if the conversation warrants it.

Event scans

Your exhibition leads start at “Lead” stage, they met a rep but haven’t engaged beyond that.

Discovery-call warm contacts

Your post-discovery scans can start at “MQL” or “SQL” depending on your team’s definitions.

Step 4: map fields and custom properties

Your HubSpot custom properties need mapping targets from the scan. Territory, Industry, Product Interest, Lead Score, all configurable per scanner setup.

Your defaults are sensible; most orgs don’t need to customise more than a handful of fields.

Step 5: test with a sample scan

Your rep scans a test business card, anyone’s, including their own. Check the HubSpot Contact appears in the right List, at the right Lifecycle Stage, with the right owner.

Your setup is complete. Start scanning for real.