We have recently rolled our team in to HS and have an API integration with our ERP system set up to send through customer information (companies and contacts) automatically every evening.
The problem we have is that our staff/team are being created as contacts every night as they all have staff accounts set up on our ERP system.
We have had some issues with Hubspot ‘do not log’ and internal emails between staff are being logged into the system.
Is there a way to auto delete any staff as contacts based on the email domain so that this ensures no internal comms are recorded in the CRM?
There are some cases where emails sent to or from these addresses will be saved to your CRM, but they will not be linked to contacts on this list.
As a backup step, you can create HubSpot workflows. Set the enrollment trigger to “Email contains [yourdomain.com]” and add an action to delete or mark those contacts.
If there are recipients on an email who are not on the Never log list, HubSpot will log emails to those contact records.
The Never Log list in HubSpot only blocks logging of emails sent to listed recipients, not emails sent from them. Emails sent from addresses or domains on the list will still be logged.
The Never Log list does not apply to email threads sent to or from any third-party integrations.
Emails sent from a team email address to recipients on the Never Log list will still be logged if recipient matches an existing contact.
Overall, my recommendation would be to adjust your integration via API to not sync your internal records. I am not aware of any setting that reliably deletes all communication that is bypassing the never log rules.
If you do pursue a route of creating a workflow that deletes records, keep in mind that activities remain logged (and continue to exist) on associated records. For example, if an email is logged to a contact and company, deleting the contact will not automatically delete the activity if it was also logged to the company. In other words, you would also have to delete associated records to purge internal activities from the CRM entirely.
Similarly, if you have the calendar sync enabled, the never log settings won’t apply to meetings either if I’m not mistaken: Use HubSpot's calendar sync with Google Calendar or Outlook Calendar – another reason to address this issue right at the integration level, at the source, and not just fix the symptoms.
First, head over to Settings > Objects > Activities > Email Logging and add your company domain(s) to the “Never log emails” list.
This ensures that internal communications (like @yourcompany.com) won’t get tracked or logged on contact records.
If your team needs to be in HubSpot (e.g., for sales or support), consider adding them as users, not contacts. This will help keep activity clean and tracked properly without mixing them into the CRM as regular contacts.
What would be your recommendation for handling contacts from sister companies, who keep being created as contacts because we use our team email / ticketed pipeline to contact them (for example a product query that they warehouse for us and send direct). These then also get threaded in with customer replies. as part of the ticket, and associate our sister company contacts to these tickets.
We export our company contacts through our integration, as they are all agaisnt our staff company account - so noted the best route is to remove from the integration output. If a customer then loops one of them in via their own emails, will this not then re-add them?