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Integrations

Connect and use HubSpot data sync

Last updated: June 8, 2021

Applies to:

All products and plans

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

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. In the top right, click Connect app.
  • In the pop-up box, log in to your app account.
  • Review the requested access permissions, then click Allow.
  • You will be redirected back to the app page in your settings.

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

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.

  • In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
  • Click the app.
  • Click Set up your sync.
  • On the Choose an object to sync page, click the object you want to sync between HubSpot and your selected app. Learn more about syncing contacts and leads to other apps.

Decide what happens when a contact is updated in the other app or HubSpot.

There are four separate configurations you can select:

  • Two-way sync (Default).
  • One-way sync from HubSpot to your other app.
  • One-way sync from your other app to HubSpot.
  • Use sync filters

One-way sync from HubSpot to your other app

This configuration will sync all new and updated contact information from HubSpot to your other app.

sync-hubspot-to-other-app

One-way sync from your other app to HubSpot

This configuration will sync all new and updated contact information from your other app to HubSpot.

sync-from-other-app-to-hubspot

Two-way sync

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

sync-all-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 test out your sync, you can create a static list with a small number of contacts first before setting it live for all or a larger set of contacts.

sync-filters

Set lifecycle stage

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

set-sync-lifecycle-stage

Please note: this setting will not appear for all apps. It will only appear for apps that have leads.

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.

duplicate-records

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.

Deleting contacts

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

Resolving data conflicts

When you have two-way sync enabled there may be some data conflicts that will need to be resolved. 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. This is a conflict that will be resolved by looking at the defaulting app. If there is no value in the field in the defaulting app, no data will be removed from the other app.

Please note: this setting does not overrule sync direction.

fix-data-conflicts

Customize your field mappings (Operations Hub Starter only)

  • 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.
data-sync-custom-mapping
  • You can turn off custom mappings by clicking the toggle.
  • As you're editing your field mappings, keep in mind that there are some limitations when mapping properties:
    • Each property can only be mapped once.
    • The properties can be mapped, but the data types of the selected properties don’t match. For example, you want to match a number property in app A with a date property in app B. These properties do not match so the properties are considered to be incompatible.
    • Some types of custom properties cannot be synced (e.g. drop-down properties, radio select properties, checkbox properties).
    • Properties with multiple values can’t 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".
    • When a property is read-only. Certain properties in your apps are not allowed to be modified through a third-party integration.
    • When the app API is preventing HubSpot from reading a property. Mostly this is due to their API returning the data type inconsistently (and a consistent data type is a requirement for us to do a proper sync).
  • When you're happy with your sync setup, click Review in the top right.
  • Review your sync and click Save and sync.

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

The initial sync may take a while to run, when it is complete contacts will sync within 10 minutes of a change.

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.

turn-off-sync

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