Resolving HubSpot Integration and Data Sync Issues

HubSpot integration issues can affect data synchronization, audience creation, and record linking. This guide covers the most common problems and their solutions.

Field Mapping Configuration

Separate Mappings for People and Companies

HubSpot field mappings must be configured separately for both People (Contacts) and Companies. Having Company mappings configured does not automatically enable People mappings. If People mappings are not configured, the system will not write back any information to Person records in HubSpot, even if Company mappings are working correctly.

Setting Up Default Values

Use the 'Default Values' section in HubSpot settings to automatically populate standard fields for new contacts:

1. Navigate to HubSpot settings

2. Click 'Update' in the Default Values section

3. Select the desired field (such as 'Contact Source')

4. Enter the default value (for example, set 'Contact Source' to 'Your Company Name')

Recommended default fields:

• Company Source or Pipeline field for Companies

• Contact Source field for Contacts

These fields help with visibility and tracking of system-generated records. Additional dynamic data like creation date and play information is handled automatically through Company and Contact-level field mappings.

Field Type Limitations and Solutions

Multi-Select Properties

Multi-select picklist properties are not supported in filters and audience building. To use multi-select data:

1. Create a single-select version of the property in HubSpot

2. Populate at least one record with a value

3. Allow approximately 30 minutes for the property to sync

Sync Timing

Allow the following timeframes for data synchronization:

• 30 minutes for new or modified properties to sync

• Up to 60 minutes for the complete two-cycle HubSpot sync process

• Up to 24 hours for first-time full sync

Missing Dropdown Options

If dropdown options are missing when filtering, use the property's internal name from HubSpot rather than the UI label.

Troubleshooting Common Issues

Record Linking Problems

If HubSpot records appear grayed out in Linked Records:

1. Verify that HubSpot has a contact with the same email address as your record

2. Allow up to 60 minutes for the two-cycle sync process to complete

3. Refresh the Linked Records tab after the sync window

4. Confirm that 'Enable writing to HubSpot' is enabled in Settings → Integrations → HubSpot

Play Actions and CRM Context

Plays will show either 'Sync to Salesforce' or 'Sync to HubSpot' actions depending on your connected CRM. The appropriate sync action appears in the action palette based on your active integration.

Note: Email activity syncs automatically to HubSpot without requiring a sync node. All outbound emails and their replies are written to HubSpot automatically.

Limited Fields in Audiences

If you're seeing limited HubSpot fields when building audiences, this may be due to:

• Sync timing: Allow up to 60 minutes for two-cycle sync and up to 24 hours for first-time full sync

• Unsupported field types: Multi-select, campaign, or HubSpot Lead-object fields won't appear in audience building

• Property naming: Some properties may require using the internal name rather than the UI label for filtering