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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
Creating a user ID mapping table for Salesforce HubSpot integration requires a live, maintainable system that automatically updates as users are added or changed in either platform.
This guide walks you through building a comprehensive mapping table with automated matching logic and built-in quality control.
Build your live mapping table using Coefficient
Coefficient is the ideal tool for creating and maintaining a live user ID mapping table between Salesforce and HubSpot . You get automated data collection, smart matching logic, and maintenance-free operations in one spreadsheet.
How to make it work
Step 1. Set up data collection tabs.
Create a Salesforce Users tab importing the User object with fields: Id, Email, FirstName, LastName, Username, IsActive. Schedule hourly refresh to catch new users quickly. Create a HubSpot Owners tab importing ownerId, email, firstName, lastName with daily refresh.
Step 2. Design your master mapping table.
Create columns for: Salesforce User ID | Salesforce Email | Salesforce Full Name | HubSpot Owner ID (formula-matched) | HubSpot Email | Match Method (Email/Name/Manual) | Match Confidence (High/Medium/Low) | Last Updated (timestamp).
Step 3. Implement matching logic formulas.
Use primary match formula: =IFERROR(INDEX(HubSpotOwners!A:A,MATCH(B2,HubSpotOwners!B:B,0)),”No Match”). Add secondary match using CONCATENATE for full name matching if email fails. Include a manual override column for edge cases requiring human intervention.
Step 4. Add automated validation and quality control.
Create summary metrics showing match rate percentage and use Coefficient’s “Append New Data” feature to track newly added users. Use Snapshots to maintain historical mapping versions for audit purposes.
Step 5. Integrate with your data sync workflows.
Reference your mapping table in all Salesforce→HubSpot data exports using VLOOKUP formulas to translate user IDs. Set up cascading updates when mapping changes occur to keep all syncs current.
Maintain accurate mappings automatically
This living document approach ensures your user field mappings remain accurate and up-to-date without constant manual intervention. Get started with your automated user ID mapping table today.
