Create CommCare invitations from the right HubSpot contacts
When a new partner or staff contact arrives in HubSpot, ask Notis to prepare a CommCare invitation for the people who need project access.
Trigger
Contact Created Trigger
Contact Created Trigger
Action
Create Web User Invitation
Tool to create an invitation for a new web user in CommCare. Use when you need to invite a user with specific role and permissions. Requires 'Edit Web Users & Edit Access API' permissions.
Why this helps
New partner contacts can sit in a CRM while someone remembers to invite them into the program system.
- Reduce duplicate entry during staff onboarding.
- Keep access invitations tied to a clear contact event.
- Use the prompt to specify who qualifies and what role to request.
Setup
Build it in a few focused steps.
- 1Connect HubSpot and CommCare once in the Notis portal.
- 2Create an automation named for contact-based CommCare invitations.
- 3Tell Notis to create a CommCare web user invitation for a new contact only when the contact represents a person who needs access, and specify the intended role and permissions in your instruction.
- 4Pick the HubSpot Contact Created trigger and choose where run reports should go.
- 5Test with one real contact and confirm the invitation details before relying on the workflow.
Questions about this workflow
Does every new HubSpot contact get a CommCare invitation?
No. Tell Notis in the instruction which contacts qualify. A contact-created event alone does not establish that someone needs CommCare access.
What is needed to create an invitation?
The CommCare action requires the intended user details, role and permissions. It also requires Edit Web Users and Edit Access API permissions.
Can this create a mobile worker account?
The listed action creates a web user invitation. It does not create a mobile worker account.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Hubspot to CommCare. A trigger fires from one place; an action lands in another.
Hubspot triggers
CommCare actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Create Lookup Table
Tool to create a new lookup table in a CommCare domain. Use when you need to set up reference data structures like product catalogs, price lists, or configuration tables. Requires 'Edit Apps' permission.
Webhook trigger
Notis starts this workflow when an external tool or custom backend sends an HTTP request.
Create Web User Invitation
Tool to create an invitation for a new web user in CommCare. Use when you need to invite a user with specific role and permissions. Requires 'Edit Web Users & Edit Access API' permissions.
Contact Created Trigger
Contact Created Trigger
List Reports
Tool to retrieve available reports configured in a CommCare project. Use when you need to discover what reports exist before downloading report data via the Download Report Data API.
Deal Stage UpdatedTrigger
Deal Stage UpdatedTrigger
Single Sign On
Tool to validate login credentials and retrieve user profile for a mobile worker or web user. Use when you need to authenticate a user and obtain their profile information including roles, permissions, locations, and configuration details.
Submit Form to CommCare
Tool to submit an XForm to CommCare following the OpenRosa standard. Use when you need to submit form data with complete XML including required metadata fields (deviceID, timeStart, timeEnd, username, userID, instanceID).
Submit Form ODK Compatible
Tool to submit form data using ODK-compatible endpoint for Android client compatibility. Use when submitting XForm data to CommCare. Requires properly formatted XML with metadata including unique instanceID.
Connect any two apps with Notis in the middle.
Hubspot and CommCare, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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