topic Re: Facebook to HubSpot to Monday.com in Third-Party Apps

Facebook to HubSpot to Monday.com

GReineke — Tue, 10 Jun 2025 18:41:52 GMT

I have meta leads connected to hubspot and flowing directly into an active list "Facebook Client Leads" on my account. Then the active list connects to Monday.com and automatically updates a board over in that app. We are experiencing a 48 hour delay between getting the lead in META and seeing it appear in Monday.com. Do you have any insights into why that is happening or how to fix it?

Re: Facebook to HubSpot to Monday.com

Jaycee_Lewis — Wed, 11 Jun 2025 03:23:50 GMT

Hey, @GReineke 👋 Welcome to our community, Can you tell us more about how these systems talk to each other? Do you have custom middleware for some or all of it? Or are you using an app, integration, or connector like Zapier or Make? With three systems sharing data, there are many potential reasons, but having more details can only help our community members help you, if possible.

Best,

Jaycee

Re: Facebook to HubSpot to Monday.com

GReineke — Fri, 13 Jun 2025 13:59:22 GMT

Hi Jaycee! Thanks for the reply:) So, whenever a lead fills out a form in META, they are added to our hubspot account and put into an active list (filters into the list based on the form that they submit). Then on Monday.com, we setup a direct integration to the same active hubspot list so that anytime a new contact is added to the active list, they are added to the board in monday.com. We are not using any 3rd party app like Make or Zapier.

-Grace

Re: Facebook to HubSpot to Monday.com

Jaycee_Lewis — Fri, 13 Jun 2025 16:07:47 GMT

Thanks for the clarification @GReineke 😊 Let's invite some of our community experts to the conversation — hey @Lucila-Andimol @RSchweighart @GiantFocal do you have any experience with connecting systems like this and troubleshooting unexpected sync delays? Thank you very much for taking a look! — Jaycee

Re: Facebook to HubSpot to Monday.com

RSchweighart — Fri, 13 Jun 2025 23:40:01 GMT

Hi Grace,

Thank you for the added clarification. Do you happen to know where the delay is occurring? Between Facbook and HubSpot? Or, between HubSpot and Monday?

Also, are you using APIs or an integration like this one to connect between HubSpot and Monday?

Your answers will help us continue to troubleshoot.

All the Best,

Ryan Schweighart

Whole Hart Impact, LLC

whimpact.co

I help businesses with HubSpot and Zapier.

Re: Facebook to HubSpot to Monday.com

GiantFocal — Sun, 15 Jun 2025 05:38:23 GMT

Hi @GReineke,

We've never used Monday.com, but please check if there are any settings in the integration that might control the sync time.

And thanks for the tag @Jaycee_Lewis!

Re: Facebook to HubSpot to Monday.com

GReineke — Tue, 17 Jun 2025 15:49:52 GMT

No settings that affect the sync time as of now (either the sync between hubspot & facebook or hubspot & monday.com).

Re: Facebook to HubSpot to Monday.com

GReineke — Tue, 17 Jun 2025 15:51:26 GMT

The delay is between HubSpot & Monday.com (the leads appear almost instantaneously in HubSpot from Facebook). And the integration between HubSpot & Monday.com looks like the latter option 🙂

Re: Facebook to HubSpot to Monday.com

RSchweighart — Tue, 17 Jun 2025 20:54:54 GMT

Hi Grace,

Thank you for clarifying. I don't have a Monday integration, but you may check the settings of the connected app to make sure there's not something that needs adjusting.

Would you mind taking a quick look at the following to see if anything in the settings may be the culprit?

Let us know what you find, and we can continue from there. The HS <> Monday integration ratings aren't great (2.1⭐️), which is a little concerning.

All the Best,

Ryan Schweighart

Whole Hart Impact, LLC

whimpact.co

I help businesses with HubSpot and Zapier.

Re: Facebook to HubSpot to Monday.com

GReineke — Wed, 18 Jun 2025 22:23:58 GMT

Here's what I can see in the connected apps section of HS:

But I did setup the integration from Monday.com's side (not from HubSpot's interface).

Re: Facebook to HubSpot to Monday.com

RSchweighart — Wed, 18 Jun 2025 22:48:20 GMT

Thank you for taking a look there, Grace. It does not look like the sync is active from HubSpot's end.

Here's the support article from Monday for their integration. There are number of notes and considerations as I read through the article. You may take a look at the article, if you have not already done so, to see if anything stands out to you. Otherwise, it may be better to get with monday.com support to learn more about the integration sync timing and troubleshooting.

All the Best,

Ryan Schweighart

Whole Hart Impact, LLC

whimpact.co

I help businesses with HubSpot and Zapier.

Re: Facebook to HubSpot to Monday.com

GReineke — Wed, 18 Jun 2025 22:53:14 GMT

Okay, thank you:)

Re: Facebook to HubSpot to Monday.com

RubenBurdin — Thu, 21 Aug 2025 18:56:34 GMT

Hi @GReineke

From what you describe, the 48‑hour lag almost certainly comes from the HubSpot > Monday.com step, not from Meta > HubSpot.

Meta’s native lead sync into HubSpot active lists is practically real time, but the Monday.com integration tends to rely on periodic polling rather than instant event pushes. That mismatch can easily result in the lead surfacing in HubSpot right away, but not reaching Monday.com until much later.

Unfortunately, that polling behavior isn’t something you can tweak from HubSpot’s side. You've got two solid workaround options: either reach out to monday.com support to see if they can shorten their sync intervals, or switch to an event-driven approach with tools like Zapier, Make, or a custom API solution to trigger off “new contact joins list” in HubSpot and immediately create/update the corresponding Monday.com item.

(https://knowledge.hubspot.com/salesforce/create-a-salesforce-inclusion-list)

(https://developers.hubspot.com/docs/guides/api/crm/extensions/)

Another more resilient alternative is using infrastructure built for real time, two‑way sync, so you bypass batch polling altogether. For instance, at Stacksync we built systems that avoid polling delays by detecting list membership changes instantly similar to how HubSpot’s Data Sync engine indexes and continuously compares records so updates happen within about 10 minutes of a change being made
reddit.com

With that kind of architecture, you don’t have to babysit polling settings or worry about what gets missed. Many teams see hand-offs moving in minutes instead of hours without extra maintenance burden, and fewer “dirty plumbing” headaches left for engineering.

Let me know if you’d like to see how we’d stitch that together for a HubSpot - Monday flow.

Hope this helps.

Re: Facebook to HubSpot to Monday.com

Sweely — Mon, 06 Oct 2025 22:42:33 GMT

The short answer is:

Your 48-hour delay is almost certainly due to the native HubSpot to Monday.com integration relying on an infrequent polling schedule, meaning Monday.com only checks the HubSpot active list every day or two.

Since you are not using a third-party app, you are stuck with this fixed, slow schedule.

The only way to achieve true real-time or near real-time synchronization is to bypass the native connector and use an event-driven solution built with the HubSpot API and the monday.com Platform API.

This custom approach is not only faster but can be a cheaper solution than paying for an expensive third-party sync tool subscription ✅

The long answer is:

The native integration you've set up is convenient but fundamentally flawed for real-time operations because it uses a polling mechanism.

The Meta to HubSpot step works quickly because Meta has a powerful, dedicated, and often server-side connection with HubSpot's Lead Sync feature.

However, the HubSpot to Monday.com integration, especially one set up from the Monday.com side, often lacks the permissions or architecture for continuous, instant updates, so it "polls" or checks HubSpot for changes on a very long cycle, which is what causes your 48-hour lag.

To fix this, you need an event-driven system.

The best and most cost-effective way to build this is with the respective APIs.

You can set up a custom script or a webhook listener that works like this: when a lead is added to your "Facebook Client Leads" active list in HubSpot, that event triggers a HubSpot workflow that instantly sends a signal (a webhook) to a custom server environment, like one running on Google Cloud Platform or a specialized service like Stape.

This custom server environment then uses the monday.com Platform API to immediately create a new item on your Monday.com board, passing all the lead data directly.

This completely eliminates the slow polling step ✅

By managing the APIs directly, you are not paying a monthly subscription to a middleware tool, making this a potentially cheaper solution.

Furthermore, by integrating the Facebook Conversions API into your data pipeline via Google Tag Manager and the server environment, you can close the loop, ensure higher data quality, and pass Facebook's unique click IDs to HubSpot, which then flows to Monday.com, giving you better downstream reporting accuracy.

This API-first approach transforms your lead handoff from a batch process into an instantaneous event, drastically improving your team's speed and efficiency.

This comment was generated with the assistance of an AI tool, incorporating my expertise in integrations 🙂