Connect and use HubSpot data sync

With HubSpot data sync you can create a one-way or two-way sync between HubSpot and your other apps.

Learn more about what apps use data sync.

Integration requirements

• You must be a  Super Admin or have App Marketplace permissions in your HubSpot account.

Connect the integration

• In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar, then select App Marketplace.
• Search for and select the app you want to connect to.
• In the top right, click Install app.
• In the dialog box, log in to your app account.
• Review the requested access permissions, then click Allow. You'll then be redirected back to the app page in your settings.

Configure your sync settings

Turn on the sync

After connecting the app you will need to turn the sync on. You can configure a one-way or two-way sync for your data.

Please note: if you are using PieSync to sync data with HubSpot already, you will need to pause the connection on the PieSync side before activating the HubSpot sync. 

Decide what happens when an object record is updated in the other app or HubSpot.

There are four separate configurations you can select:

• Two-way sync
• One-way sync from HubSpot to your other app
• One-way sync from your other app to HubSpot
• Use sync filters

Two-way sync

This configuration will sync all new and updated object information from HubSpot to your other app and from your other app to HubSpot. For records that already exist in both platforms, their properties will be merged.

To use this option, set both dropdown menus to All contacts. 

One-way sync from HubSpot to your other app

This configuration will sync all new and updated object information from HubSpot to your other app. To use this option, set the external app dropdown menu to No contacts, and the HubSpot dropdown menu to All contacts.

One-way sync from your other app to HubSpot

This configuration will sync all new and updated object information from your other app to HubSpot. To use this option, set the external app dropdown menu to All contacts, and the HubSpot dropdown menu to No contacts. 

Use sync filters

Sync filters can be used to limit the scope of the sync. It is recommended to apply a filter each time you set up a sync. The filters that appear in the dropdown menus depend from app to app. To use this option, click the dropdown menus and select a sync filter. 

To test out your sync, you can create a static list with a small number of records first.

Please note: the sync filters limit the scope of the sync, however, it does not act as an action to add contacts or companies to a group with that filter.

Set lifecycle stage

When a contact is created or updated by the app, you can assign a HubSpot lifecycle stage.

Please note: this setting will not appear for all apps. It will only appear for apps that have leads as a default object. Data sync does not support custom objects at this time. 

Matching records

By default, HubSpot will only sync contacts that have a valid email address. You can turn this off by clearing the Only sync contacts with an email address checkbox.

During the initial sync, HubSpot will compare both databases. When a match is detected, existing records will be updated. Data sync matches records by comparing the contacts’ email addresses, then the company email address, name, and domains.

For company records, data sync matches company records in each app based on either company name or domain name. For some connectors, the connector can only use name as the main identifier, as some apps don’t have a domain field. As such, duplicates can occur (e.g. 'Coca Cola Inc' would be considered a different company even if 'Coca Cola' is already present, as they have different names). 

Please note: When an app has both a company name and domain field, HubSpot will match two records if they have the same company name but the different domain, and vice versa.

Associate records

If you're syncing both contacts and companies, associations between these records will be created automatically. 

Delete records

The integration will not delete contacts when they have been deleted in the other app.

Fix data conflicts

Select the default app that will overwrite the other when there are data discrepancies. For example, in HubSpot, the First name of a contact is Dave, while in the other app the First name of that same contact is David. The data sync will try to resolve this by first using the data in the defaulting app. If there’s no field value in the defaulting app, no data will be changed in the other app.

Please note: this setting does not overrule sync direction.

Customize your field mappings (Operations Hub Starter, Professional and Enterprise only)

Map properties in HubSpot with fields from each app. As you’re editing your field mappings, keep in mind these limitations:

• Each property can only be mapped once.
• Some property types cannot be synced (e.g. drop-down properties, radio select properties, checkbox properties).
• Properties with multiple values cannot be synced in a custom mapping. For example, properties such as emails, phone numbers and addresses where each value has a label to differentiate between "home", "work" and "other".
• If you're syncing read-only properties, the sync will default to a one-way sync depending on which field is exposed as read-only. 
• The app’s API may prevent HubSpot from reading a property. This is due to the app’s API returning the data type inconsistently (and a consistent data type is a requirement for a proper sync).

• Navigate to the Field mappings tab.
• To add a new field mapping, click Add new mapping. 
• Use the dropdown menus to select the HubSpot property and your app's property that you want to map.
• Click  success Update.

• You can turn off custom mappings by clicking the toggle. 

• When you've finished configuring the sync, click Review in the top right.
• Review your sync and click Save and sync. The initial sync will then begin to process.

After the initial sync is complete, records will sync within 10 minutes of a change. 

Please note: HubSpot attempts to maintain the same associations between records (e.g., companies associated with contacts, or deals associated with companies) when syncing with the original app you connected, whenever possible. To see any association mappings, click the All mappings dropdown menu above the table, then select Association mappings. 

Review how HubSpot properties sync to 3rd party app fields, and vice versa below:

Additionally, the following fields in your 3rd party app can be mapped one way to any HubSpot text field:

• Number
• Date picker
• Datetime
• Single checkbox
• In most apps this is also true for: Dropdown select, Radio select, or Owner fields.

Conversely, the following HubSpot fields can be mapped one way as text to your 3rd party app's text fields:

• Number
• Date picker
• Datetime
• Single checkbox
• Multiple checkbox
• Dropdown select
• Radio select
• Calculation (number)
• Score (number)

Understand data sync statuses

After data sync has been turned on, you can view the sync status between the two apps. This shows what the sync is doing at any given moment. The types of statuses are: 

• No active syncs: the sync has not started or it’s currently paused.

• (Number of) contact/companies scanned: the sync is scanning and updating contact and company records in both HubSpot and your other app.

• Active and listening: all records are up to date and the sync is actively monitoring HubSpot and the corresponding app for updates, changes, and newly created contacts/companies. Changes are synced instantaneously in HubSpot, and can take up to 5 minutes to sync from your other app. 

• Contact/company sync queued: HubSpot is unable to sync between HubSpot and your other app. No action needs to be taken to resolve this state. There are three possible reasons:

• Different objects need to be synced. One object needs to finish syncing before the next one can be synced (for example, if syncing both companies and contacts).
• A rate limit has been reached in the syncing app. Once the limit has been adjusted, the sync will automatically continue again. 
• Due to multiple reasons, the action is currently in an internal work queue and will be automatically synced shortly. 

Turn off data sync

• In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
• Click the app.
• Click Actions > Turn off sync.

• In the pop-up box, click Turn off sync.

Once the sync has been turned off, you can turn it on again by clicking Edit sync settings, or delete the sync.