topic Re: API Notification for Stopped Integration in APIs & Integrations

API Notification for Stopped Integration

BRegan — Fri, 12 Dec 2025 17:20:34 GMT

We have a custom API that is built to pass data from our outside system into HubSpot. There have been two different occassions where the the data has encountered an error and stopped flowing. This was only discovered from a manual check. Is there a way to create a notification that if data isn't flowing through after X days then there is a notification sent out?

Please note that the records that flow through go to a custom object, and not to contacts.

Re: API Notification for Stopped Integration

SealaB — Sat, 13 Dec 2025 00:02:57 GMT

Hi @BRegan,

Thank you for posting in the Community! It sounds like you are looking for a safety net to ensure your integration is running smoothly, which is a great idea for maintaining data integrity.

Since this involves custom API architecture and creative uses of automation, I want to tag in a few of our Community Champions to see if they have specific recommendations for setting up "dormancy" alerts:

@Mike_Eastwood, @Bortami, @ChristinaKay - have you encountered a good method for alerting when a custom object integration stops creating records?

While we await their expert advice, here are a few resources you might explore as a potential fit:

- HubSpot API Usage Guidelines & Response Codes

- Create a scheduled workflow

- Email a dashboard

Also, are you running this script on your own server, or using a middleware tool?

Re: API Notification for Stopped Integration

GRajput — Mon, 15 Dec 2025 14:01:13 GMT

Hi @BRegan

"I can take two approaches here -

First approach :

1. Add a property in your custom object, e.g., last_data_received_date.

2. Update this property via your API every time a new record is successfully created.

3. Create a workflow that checks if last_data_received_date is older than X days.

4. Trigger an internal notification (email/task) to your team if the threshold is exceeded.

Second Approach :

1. Create an achedular that runs every day on your backend code.

2. Every day, query your custom object usingthe HubSpot API to check for 3. records created/updated in the last X days.

If no records are found, trigger an alert.

I hope this will help you out. Please mark it as Solution Accepted and upvote to help another Community member.

Thanks!

Re: API Notification for Stopped Integration

RubenBurdin — Mon, 15 Dec 2025 15:44:28 GMT

Hi @BRegan , you’re thinking about the right problem. HubSpot doesn’t have a native concept of “integration health” or “data stopped flowing”, so you have to infer it indirectly from data activity.

Gaurav’s first approach is usually the most HubSpot-native and scalable: add a datetime property on the custom object like last_ingested_at, update it on every successful API write, and then use a scheduled workflow to check whether that date is older than X days. Scheduled workflows work on custom objects now, which makes this pattern much easier than it was a few years ago.

When the condition is met, you can send an internal email, Slack notification, or even create a task. HubSpot documents the scheduled workflow behavior here (https://knowledge.hubspot.com/workflows/use-based-on-a-schedule-workflow-enrollment-triggers )

If you want a bit more confidence, a backend-side check is also solid: run a daily job that queries the CRM Search API for custom object records updated in the last X days, and alert if the count is zero. That catches cases where your integration code is running but failing before writes. The search endpoint works well for this kind of “heartbeat” check (https://developers.hubspot.com/docs/api-reference/search/guide )

Small clarifying question: is your integration pushing records continuously, or in batches (for example nightly)? That affects whether “no data in X days” is a real failure or just expected quiet time.

Just to be transparent, I work at Stacksync. In setups where teams want this kind of monitoring without building it themselves, we’ve seen value in having sync-level health signals and alerts when writes stop for custom objects, which removes the need for custom watchdog logic. Hope this helps.

Re: API Notification for Stopped Integration

BRegan — Tue, 23 Dec 2025 14:07:52 GMT

Thank you Gaurav! I am trying to do the first approach, but I am a little confused on to how to trigger a workflow based on a property value overall, and not just a property associated with a record. I have the following screenshot as an enrollment trigger, but I am worried that instead of triggering when an overall property has not been updated, it will just trigger when any record with this property has a date older than 3 days ago

Re: API Notification for Stopped Integration

STierney — Mon, 05 Jan 2026 19:44:34 GMT

Hey @BRegan - thanks for following up here!

I'd like to re-tag in @GRajput to see what follow up they may have!

Shane, Senior Community Moderator