EO HubSpot Rollout
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Knowledge Base

Critical Rules

The non-negotiables for the EO HubSpot rollout. Read these before taking any action that touches the integration.

These rules protect the integration. Breaking one risks approving a member who never receives a payment link, corrupting Altai data, or breaking a form that live members depend on. When in doubt, ask first.

Do not process real approvals before the payment go-live date

The ChargeBee payment trigger is not live in production until the agreed go-live date. Until then, the HubSpot pipeline is for prospect tracking only. If a prospect reaches approval before payments are live, process them entirely through the legacy system — approving them in HubSpot early would push an incomplete journey that ends with no payment link.

The API trigger fires on one specific stage — not deal close

The push to Altai happens on a single, specific pipeline stage transition (into the Payment Request stage) — not when a deal closes. Triggering at the wrong stage is exactly how integration bugs creep in. Do not change the trigger timing without written sign-off from the integration owner.

Every Altai record must carry a source marker

Every record created via the HubSpot → Altai API must include a distinct source identifier, so API-created records can always be told apart from legacy ones. This matters for debugging and for the data cleanup that spans hundreds of legacy workflows. See Required Altai Fields.

Build new forms in the sandbox first

New application forms are built and validated in a sandbox only. The production form stays live and unchanged until the full application-to-payment flow has been proven end to end in the sandbox. Replacing the production form early would break applications for real prospective members.

Record decisions in the project tracker

Decisions, status changes, and updates belong in the shared project tracker — not in chat. Chat is for urgent alerts only. Decisions that live only in a chat thread get lost and cause miscommunication. If it matters, write it where the whole team can see it.

Do not remove marketing workflows until confirmed safe

The data cleanup effort targets stale contact attributes and non-marketing legacy workflows. Marketing workflows stay intact until the marketing team explicitly confirms they are no longer needed — removing them prematurely could break active email campaigns.

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