Configure HubSpot Sync Settings

Article author
Dustin Nathaniel Keys
Updated

Overview

Once you connect your HubSpot account to Apollo, you can configure some of the fundamental ways that Apollo interacts with HubSpot.

Check out the following sections to configure sync settings and record visibility for HubSpot.

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Configure Push Settings

Push settings determine when Apollo sends information to HubSpot.

To configure the HubSpot push settings:

  1. Launch Apollo and click Settings > Integrations > HubSpot.
  2. Click Contacts, Accounts, or Activities, then click Sync.

Sync HubSpot

Contacts

 
Sync Details

HubSpot push settings only affect net new contacts saved in Apollo or imported to Apollo from a CSV file. Apollo pushes any updates to your existing contacts automatically, regardless of push settings.

  1. Toggle Push contacts to push any newly created or updated contacts to HubSpot. When you push a new or updated contact, Apollo also pushes its account, if it isn't already in HubSpot. After enabling, click Push all Apollo contacts to HubSpot to push all your existing contacts.
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Push Details

When you request a net new contact in Apollo and push it to HubSpot:

  • If the associated account isn't already in HubSpot, Apollo pushes the account too. This overrides your account push settings.
  • If the contact matches multiple existing accounts in HubSpot, Apollo randomly chooses which account to sync the contact to. For example, if you save John Smith from Cloud Cave, Inc. as a contact in Apollo, but HubSpot has multiple Cloud Cave, Inc. accounts, Apollo randomly assigns John Smith to one of the accounts.
  1. Toggle on Only create contacts in HubSpot if at certain stages to limit pushing contacts by stage. Then select one or more stages.

Only create contacts in certain stages

  1. Set a source for contacts synced from Apollo to HubSpot. The default source is Apollo.

Contact source

  1. If you've already synced duplicate records from HubSpot to Apollo, there are two sync settings to remove them:
    • Merge sync setting: Toggle merge sync to merge duplicate records in HubSpot. When enabled, Apollo automatically merges any Apollo records that are linked to merged records in HubSpot.
    • Deletion sync setting: Toggle to delete duplicate records in either Apollo or HubSpot. When enabled, Apollo automatically deletes any Apollo records linked to deleted HubSpot records, and vice versa.
Merge / deletion sync settings
  1. Toggle on Show all HubSpot contacts in Apollo to make your contacts synced from HubSpot visible to your team in Apollo.
Merge / deletion sync settings
  1. When finished, click Save.
You have now configured HubSpot push settings for your contacts.

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Accounts

  1. By default, Apollo pushes new accounts to HubSpot. Toggle off Push new Apollo accounts to HubSpot to change this setting.

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  1. Click Push all Apollo accounts to HubSpot accounts to manually push all your accounts.
  2. If you've already synced duplicate records from HubSpot to Apollo, there are two sync settings to remove them:
    • Merge sync setting: Toggle merge sync to merge duplicate records in HubSpot. When enabled, Apollo automatically merges any Apollo records linked to merged records in HubSpot.
    • Deletion sync setting: Toggle to delete duplicate records in either Apollo or HubSpot. When enabled, Apollo automatically deletes any Apollo records linked to deleted HubSpot records, and vice versa.
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  1. When finished, click Save.

You have now configured HubSpot push settings for your accounts.

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Activities

 
Good to Know

When you enable push settings, by default Apollo pushes activities, tasks, meetings, and notes to both contact and account profiles in HubSpot.

You can push the following activities from Apollo to HubSpot:

 
Careful with that Click

Use caution with Push emails even if the sender or recipient doesn't exist. Enabling this feature may result in the creation of contacts in HubSpot that you don't expect to see.

Emails

  1. Toggle to activate any of the following settings:
    • Push outgoing emails sent within Apollo
    • Push outgoing emails not sent within Apollo
    • Push incoming emails that are replies to emails sent within Apollo
    • Push incoming emails from all other sources
    • Push emails even if sender or recipient doesn't exist in HubSpot

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  1. When finished, click Save.

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Tasks

  1. Toggle on Push tasks to HubSpot to push tasks from Apollo to HubSpot.
  2. When finished, click Save.

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Notes

  1. Toggle on Push notes to push notes from Apollo to HubSpot.
  2. When finished, click Save.

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Meeting Summaries

  1. Toggle on Push meeting summaries to HubSpot to push conversation summaries as an activity / note to an associated deal.
  2. When finished, click Save.
 
Deals Required

To push meeting summaries to HubSpot, enable and use deals on Apollo.

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Phone Calls

  1. Toggle on Push phone calls to push phones calls made in Apollo to HubSpot.
  2. When finished, click Save.

You have now configured HubSpot integration push settings for your activities.

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Push Individual Records

You can manually push individual records to HubSpot from the contact or account's profile page.

 
Manual Mode

If you manually push individual records, you override any push settings you have configured. This means that Apollo pushes a record to HubSpot regardless of contact stage restrictions or other limits you enabled in the push settings.

To manually push individual records to HubSpot:

  1. Launch Apollo and click Search > People or Companies.
  2. Click Saved, then click HubSpot Actions beside the contact or account. Click Push to HubSpot.

Lead Visibility

You have now manually pushed a record to HubSpot.

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Configure Pull Settings

Pull settings determine when Apollo pulls information from HubSpot to Apollo. You can configure deal pull settings or manually pull contacts or accounts.

Manually Pull Records

Apollo automatically pulls contacts and accounts from HubSpot, but you can also manually pull these records as well. This may be useful if you've recently edited sync settings.

To manually pull contacts or accounts:

  1. Launch Apollo and navigate to Integrations > HubSpot > Contacts or Accounts > Sync.
  2. Click Pull all HubSpot Contacts / Accounts to Apollo.

Lead Visibility You have now manually pulled records from HubSpot.

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Deals Pull Settings

To configure pull settings for Deals:

  1. Launch Apollo and navigate to Integrations > HubSpot > Deals > Sync.
  2. Toggle on Actively sync HubSpot deals to make HubSpot the source of truth for your deals.
    • When enabled, Apollo pulls all HubSpot deal information and uses HubSpot as the source of truth for any previously synced deals.
    • If you deactivate this setting at any point, HubSpot deal information remains in Apollo, but Apollo no longer actively syncs with HubSpot.

The Actively sync hubspot deals toggle is higlighted

  1. Toggle on Opportunities to sync opportunity deletions between Apollo and HubSpot. When enabled, Apollo automatically deletes any Apollo records linked to deleted HubSpot deals, and vice versa.

The Opportunities toggle is highlighted

  1. When finished, click Save.

You have now configured pull settings for deals.

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