Configuration: Sync Product Usage Data

ImpactPilot reads its data from your HubSpot company records. So the way to get product usage data into ImpactPilot is to first get it into HubSpot as company properties — then point ImpactPilot at those properties. Once connected, ImpactPilot tracks each metric over time, flags meaningful increases and decreases, and lets you build Signals and Actions on top of it.

This guide covers the four steps to do that, with options for the technical part (Step 3).

1. Decide what to sync → 2. Create HubSpot properties → 3. Sync from your DB → 4. Connect in ImpactPilot

Step 1 — Decide what to sync (less is more)

The instinct is to push everything. Resist it. A handful of high-signal, account-level metrics is far more useful to a CSM than hundreds of raw event counts that no one will ever act on. Every extra property is one more thing to maintain, scan past, and second-guess.

Pick metrics that are:

Account-level, not user-level. Roll user activity up to the company (e.g. "12 of 20 seats active this week"), because ImpactPilot works at the company level.
Numeric. Numbers are what ImpactPilot trends over time and what property-based Signals compare against thresholds.
Leading indicators of value or risk — the things that move before a renewal conversation, not after.
Actionable. If a CSM can't do anything differently based on the number, it doesn't earn a property.

Good starting candidates:

Metric	Why it matters
Weekly / monthly active users	Core engagement; declines are an early churn signal
Seats used vs. licensed	Adoption + a natural expansion or downgrade trigger
Adoption of your 1–2 core features	Are they getting to value?
Volume of your key "aha" action	Depth of usage, not just logins
Days since last active	Simple, powerful dormancy signal

Start with roughly 5–10 metrics. You can always add more once you see which ones your team actually reacts to.

Step 2 — Create HubSpot properties for the data you chose

Create one company-level property per metric you settled on in Step 1.

Make them numeric wherever you want to chart trends or set thresholds (this is required for trend charts and property-based Signals).
Group them under a clear property group such as "Product Usage" so they're easy to find.
Use plain, consistent names: Weekly Active Users, Seats Used, Core Feature Adoption %, Days Since Last Active.

You can create these in HubSpot under Settings → Properties → Company properties → Create property, or have your sync tool create them automatically (most of the options in Step 3 can).

Step 3 — Sync the data from your database to those properties

This is the engineering step: aggregate the metric in your database, then write the result onto the matching HubSpot company property on a schedule. For customer success, a daily sync is plenty — usage trends don't need to be real-time.

Match on a stable key. Tell your sync to match HubSpot companies by domain or by a dedicated unique ID property (e.g. an external_account_id you also store in HubSpot). Matching on company name will create duplicates.

There's no single right way to do this — pick the option that fits where your data lives and who will maintain the pipeline.

Your options

1. Direct HubSpot API integration — your own scheduled job Your engineers write a job that queries your DB, aggregates the metrics, and pushes them to HubSpot using the CRM API's batch-update endpoint.

Best when: you want full control over the logic and no third-party dependency.
Effort: Medium–high. Maintenance: You own it.
Trade-off: Most flexible, but it's code you have to keep running.

2. Reverse ETL tool — Hightouch, Census, Polytomic Purpose-built to sync from a data warehouse (Snowflake, BigQuery, Postgres, Redshift) to HubSpot company properties on a schedule, with no-code field mapping and built-in dedup logic.

Best when: your usage data already lives in (or can land in) a warehouse.
Effort: Low–medium. Maintenance: Low.
Trade-off: Another tool in the stack with its own cost.

3. Product analytics / CDP native sync — Segment, June, Mixpanel, Amplitude If you already track product events in a CDP or analytics tool, most offer a native HubSpot integration that pushes computed traits to company properties.

Best when: your events already flow through one of these tools.
Effort: Low. Maintenance: Low.
Trade-off: You're limited to the metrics that tool can compute and map.

4. iPaaS / no-code automation — Zapier, Make, Workato, n8n Visual workflows that read from your DB (or an API/webhook) and update HubSpot.

Best when: lower data volume, or you want a non-engineer to maintain it.
Effort: Low–medium. Maintenance: Low.
Trade-off: Can get expensive or brittle at high volume.

5. Manual CSV import — Export the numbers, import them onto company records by manual imports .

Best when: a one-time backfill or a quick proof of concept.
Effort: Low, but fully manual. Maintenance: Not sustainable for ongoing use.

Step 4 — Connect the properties in ImpactPilot

With the data flowing into HubSpot, the last step is to make ImpactPilot aware of it.

1. Surface the properties. Map your primary usage metric under Settings → Mapped Properties (the Usage Metric slot), and/or add the rest as columns on the Accounts table so CSMs can see them per account.

2. Turn on history tracking.

This can be done by creating a sparkline in ImpactPilot or by generating a chart on the company sidebar. From this point in time ImpactPilot will take daily snapshots and build the view over time.

Also - ImpactPilot will import the last 20 timestamps from your existing HubSpot property.

3. Turn it into Signals and Actions. Create a property-based Signal that fires when a usage metric crosses a line. for example active users dropped below 50%, seats used reached the license cap, or core-feature adoption fell month over month. Then attach Actions so the CSM can respond in one click: draft an AI email, create a task or deal, or get a Slack / email notification. See ‘Signals Configuration’ for more information.