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Email Synchronization

Sync Quotient email templates and broadcasts to HubSpot as marketing emails

Overview

Quotient's email synchronization feature allows you to seamlessly sync your email templates and broadcasts to HubSpot as marketing emails. This integration enables you to leverage HubSpot's email delivery infrastructure while maintaining Quotient's AI-powered content creation and campaign management capabilities.

The email sync system automatically creates a customizable base template in HubSpot and handles the complex process of converting Quotient's email format to HubSpot's marketing email structure.

Prerequisites

HubSpot Plan Requirements

Email synchronization requires specific HubSpot capabilities:

  • Marketing Hub Starter or higher (for marketing email functionality)
  • Marketing Email API access (included in paid Marketing Hub plans)
  • Design Manager access (for template customization)

Required Permissions

Your HubSpot integration needs these scopes:

  • content - For creating and managing email templates

Plan Compatibility

Email sync is designed to work gracefully across HubSpot plan levels. CRM-only users get core contact and list management, while Marketing Hub users get full email broadcasting capabilities.

Setting Up Email Sync

Step 1: Enable Email Synchronization

  1. Navigate to HubSpot integration settings and go to the Email tab
  2. View the Email Sync configuration section
HubSpot Email tab showing email sync configuration options
  1. Click "Enable Sync" to activate email synchronization and confirm the setup

Step 2: Template Setup

When you enable email sync, Quotient automatically:

  1. Validates your HubSpot capabilities to ensure email sync is supported
  2. Creates the base template (quotient-base.html) in your HubSpot Design Manager
  3. Configures the template with the required modules for Quotient email injection
  4. Tests the setup to ensure emails can be created successfully
Email sync setup process showing template creation and configuration in HubSpot

Automatic Template Creation

Quotient automatically creates and validates the quotient-base.html template in your HubSpot Design Manager. This template includes all necessary modules and structure for seamless email injection.

HubSpot Email tab showing email sync configuration options

The quotient-base.html Template

What It Is

The quotient-base.html template is a custom HubSpot email template that Quotient creates in your Design Manager. This template serves as the foundation for all emails synced from Quotient to HubSpot.

Key Features:

  • Email body injection point - Where Quotient inserts your email content
  • Customizable footer - Editable company information and unsubscribe links
  • HubSpot compliance - Includes required unsubscribe and view-as-webpage links
  • Responsive design - Works across all email clients and devices

Template Structure

The template includes these essential components:

<!doctype html>
<html>
  <head>
    <!-- Email metadata and styles -->
  </head>
  <body>
    <!-- Preview text -->
    <div id="preview_text">...</div>

    <!-- View as webpage link -->
    <div>View this email as a web page</div>

    <!-- Main email body (Quotient content injected here) -->
    {% module "email_template_main_email_body" path="@hubspot/email_body" %}

    <!-- Footer with company info and unsubscribe links -->
    <p id="footer">
      {{ site_settings.company_name }} {{ site_settings.company_street_address_1
      }}
      <!-- ... other company details ... -->
      <a href="{{ unsubscribe_link }}">Update preferences</a>
      <a href="{{ unsubscribe_link_all }}">Unsubscribe</a>
    </p>
  </body>
</html>

You can customize the footer of the quotient-base.html template through HubSpot's Design Manager:

  1. In HubSpot, go to Marketing → Files and Templates → Design Manager
  2. Navigate to the Templates folder
  3. Find and click quotient-base.html
  4. Edit the footer section (the <p id="footer"> element)
  5. Customize company information, styling, and additional links
  6. Save your changes
HubSpot Design Manager interface showing template editing capabilities

The screenshot above shows HubSpot's Design Manager where you can customize the quotient-base.html template. You can also view the template structure:

HubSpot email template structure showing the quotient-base.html template layout

What You Can Customize:

  • Company name and address formatting
  • Footer styling (colors, fonts, layout)
  • Additional links (privacy policy, social media)
  • Custom branding elements
  • Legal disclaimers or compliance text

Don't Modify Core Structure

While you can customize the footer and styling, avoid modifying the core template structure or the email_template_main_email_body module, as this could break email injection from Quotient.

Email Template Sync

How Template Sync Works

When you sync a Quotient email template to HubSpot:

  1. Template Creation: Creates a new marketing email in HubSpot using quotient-base.html
  2. Content Injection: Injects your Quotient email content into the template body
  3. Style Mapping: Converts Quotient styling to HubSpot-compatible CSS
  4. Metadata Transfer: Copies template name, subject line, and other metadata

Syncing Email Templates & Broadcasts

To sync an email template or broadcast:

  1. In Quotient, navigate to your email template or broadcast
  2. Click "Sync to HubSpot" in the actions menu
Quotient email template showing Sync to HubSpot button
Email sync button interaction showing the sync process
  1. Success confirmation - A toast notification will confirm the sync was successful

That's it! Your email template or broadcast is now available in HubSpot as a marketing email.

Template Updates:

  • Changes to Quotient templates can be re-synced to update the HubSpot version
  • HubSpot maintains a link to the original Quotient template
  • Simply click "Sync to HubSpot" again to update the HubSpot version

What Gets Synced

Template Properties:

  • Template name and description
  • Email subject line
  • HTML content and styling
  • Preview text
  • Template categorization

Content Handling:

  • HTML Structure: Preserved with HubSpot-compatible formatting
  • Images: Uploaded to HubSpot's file manager and linked
  • Styling: Converted to inline CSS for email client compatibility
  • Dynamic Content: Quotient variables mapped to HubSpot personalization tokens

Audience Targeting

List Mapping:

  • Quotient lists are automatically synced to HubSpot static lists
  • Quotient segments map to HubSpot dynamic lists (where possible)
  • Multiple lists can be combined for complex targeting

Scheduling and Delivery

Scheduling Options:

  • Immediate send: Send the email right away through HubSpot
  • Scheduled send: Set a specific date and time for delivery
  • Draft mode: Create the email in HubSpot without scheduling

Delivery Tracking:

  • Email status syncs back from HubSpot to Quotient

Status Synchronization

Email broadcast status syncs from HubSpot back to Quotient: DRAFT, SCHEDULED, and LAUNCHED states are automatically updated to keep both systems in sync.

Email Status Tracking

Status Mapping

Email status is synchronized between systems to provide accurate campaign tracking:

HubSpot StatusQuotient StatusDescription
DRAFTDRAFTEmail created but not scheduled
SCHEDULEDSCHEDULEDEmail scheduled for future delivery
PROCESSINGLAUNCHEDEmail currently being sent
SENTLAUNCHEDEmail delivery completed
PUBLISHEDLAUNCHEDEmail published and available

Troubleshooting Email Sync

Common Issues

Template Creation Failed

  • Verify HubSpot plan includes marketing email functionality
  • Check Design Manager permissions in HubSpot
  • Ensure the quotient-base.html template was created successfully

Email Content Not Displaying

  • Verify the email template uses the correct base template
  • Check that the email_template_main_email_body module exists
  • Review HTML formatting for HubSpot compatibility

Audience Targeting Issues

  • Ensure target lists are synced to HubSpot
  • Verify list members have valid email addresses
  • Check HubSpot list permissions and access

Status Not Updating

  • Check that email broadcast has a valid HubSpot ID
  • Review sync logs for status update errors
  • Trigger manual sync to refresh status information

Best Practices

Template Management:

  • Use descriptive names for synced templates
  • Regularly review and clean up unused templates in HubSpot
  • Test template rendering across different email clients

Content Optimization:

  • Optimize images for email delivery before syncing
  • Use HubSpot-compatible HTML and CSS
  • Test personalization tokens with sample data

Audience Management:

  • Keep lists synchronized and up-to-date
  • Use suppression lists to manage unsubscribes
  • Segment audiences appropriately for targeted campaigns

Next Steps

Once you've set up email synchronization:

  1. Troubleshooting - Track email sync operations and performance
  2. Advanced Workflows - Integrate email campaigns with Quotient automation
  3. Campaign Attribution - Track email performance in multi-channel campaigns

HubSpot Help Resources: