Sync custom objects between HubSpot and data sync apps

Use data sync to sync custom objects between HubSpot and supported data sync apps. Syncing custom objects helps keep the same object data available across both systems, reducing manual updates and supporting consistent records for your business processes.

For example, if you use a custom object to track subscriptions, assets, or locations in HubSpot, you can sync those records with a connected app so updates are reflected in both systems. After connecting the app, configure the sync direction, map fields, and define sync rules for your custom object.

Before you get started

• You must create the custom object in your HubSpot account before setting up the custom object sync. 
• Currently, it's possible to sync custom objects with the following data sync apps:

• • Airtable (tables)
  • Kintone (tables)
  • Microsoft Dynamics 365 (entities)
  • Smartsheet (sheets)
  • Snowflake 
  • Zoho CRM (modules)

Turn on the sync

To turn on your custom object sync:

1. Connect the app to your account.
2. In your HubSpot account, click the settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
3. Click the app.
4. Navigate to the CRM syncs tab. 
5. If this is the first time you're syncing an object, click Set up your sync. If you have other objects already synced, click Sync more data.
6. On the Select the data you want to sync page, select the object to sync to or from in the other app.
7. Select the custom object you want to sync to or from in HubSpot. Custom objects are located under Additional objects in the dropdown menu.

8. Click the arrows dropdown menu, and select whether the sync is bi-directional or one way between the app and HubSpot, or vice versa. 
9. Click Next.

Configure your sync direction and mapped fields

1. On the Configure page, choose how you want data to sync from HubSpot to the other app, and vice versa. There are three options: 

• • Data syncs between apps: all new and updated object information will be synced between the two apps. Properties will be merged for records that already exist in both platforms. 
  • Data syncs only to HubSpot: data will be synced from your other app to HubSpot.
  • Data syncs only to [your other app]: data will be synced from HubSpot to your other app. 

2. In the Data conflict resolution section, click the dropdown menu and select the default app that'll overwrite the other when there are data discrepancies. If there’s no field value in the default app, no data will be changed in the other app. This setting doesn't overrule the sync direction selected in the Sync direction section.

3. In the Mapped fields section, review the default property mappings and how information syncs between HubSpot and your other app. If you have a paid Data Hub subscription, you can set up custom mappings for properties. Required fields will show in the field mappings table with an asterisk (*). 

• • To turn off a mapping, click to turn the toggle off. 
  • To set up a custom field mapping:
    • Click Add a mapping.
    • Use the dropdown menus and select the other app property and the HubSpot property you want to map.
    • Click success Update.
    • To turn off custom mappings, click to toggle the switch off.

Set up your sync rules

1. On the Limit page, configure how you want to sync records from HubSpot to your other app, and vice versa.

2. In the Filters section, choose criteria to limit which records will sync from HubSpot to your other app, and vice versa:

• • Click Edit.
  • In the right panel, select the property to limit records syncing from HubSpot to your other app, and vice versa.
  • Click Done. Then click Next. 

Please note: the Filters section only limits which records initially sync between HubSpot and the other app. Once records sync, they will continue to sync data back and forth based on the property mapping set up.

Associate records

When syncing with a custom object, associations won't be maintained. It is recommended to map them manually.

Review rules and start the sync

On the Review page, review the rules you’ve configured, then 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.