CRM

MinhazMoosa
Participant

HubSpot Tasks Sync

SOLVE

Hi all,

First ever post and it's about an issue that none of my team or IT can help with so reaching out to you guys.

 

I have a 365 Calendar linked with HubSpot.

When someone books in a meeting through the meeting tool, it works perfectly and adds the meeting to my calendar.

 

However, whenever I create a task (e.g. Send an email/Log a call), these are also synced to my calendar.

 

My question is if there is a way to not sync the tasks to my calendar, but still ensure that meetings that are booked using HubSpot are synced. 

 

I have attached a picture of my calendar below so you can see 🙂

 

The weirdest thing however is that the task is syncing to a previously used email address (in blue in the calendar) with HubSpot and not the current one I am using (red in the calendar) - I can't see this Email Address/Calendar anywhere in HubSpot, however when I go into the task, it does say assigned to "Deactivated User" - When I go to users, this email address is not there 😕

 

Screenshot 2024-03-20 210414.png

 

0 Upvotes
2 Accepted solutions
RSchweighart
Solution
Top Contributor | Gold Partner
Top Contributor | Gold Partner

HubSpot Tasks Sync

SOLVE

No worries! Thank you for sharing. It seems like something is changing the task assignee automatically. At the 2:10 mark in the video before you changed the date, it was assigned to you. Then, you changed the date, opened it again and the task was reassigned (see 2:38 min mark in video). You then manually reassigned it to yourself. This one did not show up on the calendar. The "TEST" one you created did show up on the info acct. If you were to go back and check that task, I suspect it is now reassigned to the deleted user.

 

If you'll bear with me at the risk of asking the same thing again, could you check the following spots for potential integrations?

 

HubSpot Workflows (there could be something in here changing the task owner):

RSchweighart_0-1711422173692.png

 

Connected Apps in HubSpot:

RSchweighart_1-1711422256167.png

 

Private Apps in HubSpot:

RSchweighart_2-1711422301149.png

 

If the problem isn't identified in one of the three options above, we may need to check if you have any integrations set up in motion.

View solution in original post

MinhazMoosa
Solution
Participant

HubSpot Tasks Sync

SOLVE

Hi Ryan

You are amazing - I think it's fixed.

We had a two-way sync integration with Pipedrive in connected apps.

This was to ensure syncing with the pipedrive data.

We only used info@intelligentpayroll in Pipedrive

So I believe the task was syncing back to pipedrive and pipedrive was adding it to the calendar if that makes sense?

 

No new calendar items are being created using info@

Also tasks are now always assigned to me 🙂

 

Thanks for all your support!

View solution in original post

0 Upvotes
13 Replies 13
MinhazMoosa
Participant

HubSpot Tasks Sync

SOLVE

Okay so not quite fixed,

Emails being sent to my hubspot linked email address (minhaz.moosa@) are being logged in my calendar on the info@ calendar...

Double checked and the info@ calendar has been removed from Hubspot and the info@ email address has also been removed...

 

The saga continues...

 

0 Upvotes
RSchweighart
Top Contributor | Gold Partner
Top Contributor | Gold Partner

HubSpot Tasks Sync

SOLVE

The saga does continue...

 

I don't have high hopes for this but do you happen to have your info account connected as an inbox?

RSchweighart_0-1710980881173.png

 

MinhazMoosa
Participant

HubSpot Tasks Sync

SOLVE

Thanks, Ryan

Not connected as an Inbox

Not connected as email

Not connected in Calendar

 

The only other thing I can think of is that it's something to do with setting up info@ as the main user (to test Hubspot) and then we cancelled the account - maybe it's still linked somewhere in the background.

 

I then setup Hubspot with my main email minhaz.moosa@ and no mention of info@ anywhere on the system 

However, on new tasks, it automatically defaults to "Deactivated/Removed User (info@)"

But when i go into Users, I can't see info@

 

Screenshot 2024-03-21 003508.pngScreenshot 2024-03-21 003431.png

 

 

0 Upvotes
MinhazMoosa
Participant

HubSpot Tasks Sync

SOLVE

Yes- each time I send or receive an email from HubSpot using minhaz.moosa@

It will sync as an event on my info@ calendar

This includes any HubSpot Tasks...

 

So difficult to fix.

0 Upvotes
RSchweighart
Top Contributor | Gold Partner
Top Contributor | Gold Partner

HubSpot Tasks Sync

SOLVE

Do you have a workflow that's still assigning the deactivated user? Check by going to Automations > Workflows.

 

Or, are you able to login to the account by chance still?

If so, you could try a permanent delete:

RSchweighart_0-1711045876357.png

 

0 Upvotes
MinhazMoosa
Participant

HubSpot Tasks Sync

SOLVE

No workflow,

So I managed to log into HubSpot with info@

It said no account linked but it let me permanently delete the account and then logged me out of HubSpot.

 

However it's still doing the exact same thing,

When I send OR receive an email using minhaz.moosa@ - it logs it to the info@ calendar.

 

However now the default task owner is @deletedcontact 

 

any help ?

0 Upvotes
RSchweighart
Top Contributor | Gold Partner
Top Contributor | Gold Partner

HubSpot Tasks Sync

SOLVE

Hi @MinhazMoosa,

 

Thanks for working through all of this. Would you mind typing out or sending some screenshots of an example of what happens. For example...

 

An email is sent from minhaz.moosa@ to XYZ

That email is logged to info@

A task is generated on XYZ contact record with @deletedcontact as the task owner 

 

I'm having trouble bringing together the full picture and feel like our attempted fixes have been a little scattered.

 

We will get to the bottom of this!

0 Upvotes
MinhazMoosa
Participant

HubSpot Tasks Sync

SOLVE

Hi Ryan,

I've recorded a loom video here for one of the HubSpot support team, they can't get to the bottom of it either!

 

https://www.loom.com/share/2720f3e39f6d4dada2d1d11ea4b1816f?sid=5a1a7d13-1acb-4204-8180-84baa0bc3a3a

 

Apologies It was late and I was tired (and frustrated!)

0 Upvotes
RSchweighart
Solution
Top Contributor | Gold Partner
Top Contributor | Gold Partner

HubSpot Tasks Sync

SOLVE

No worries! Thank you for sharing. It seems like something is changing the task assignee automatically. At the 2:10 mark in the video before you changed the date, it was assigned to you. Then, you changed the date, opened it again and the task was reassigned (see 2:38 min mark in video). You then manually reassigned it to yourself. This one did not show up on the calendar. The "TEST" one you created did show up on the info acct. If you were to go back and check that task, I suspect it is now reassigned to the deleted user.

 

If you'll bear with me at the risk of asking the same thing again, could you check the following spots for potential integrations?

 

HubSpot Workflows (there could be something in here changing the task owner):

RSchweighart_0-1711422173692.png

 

Connected Apps in HubSpot:

RSchweighart_1-1711422256167.png

 

Private Apps in HubSpot:

RSchweighart_2-1711422301149.png

 

If the problem isn't identified in one of the three options above, we may need to check if you have any integrations set up in motion.

MinhazMoosa
Solution
Participant

HubSpot Tasks Sync

SOLVE

Hi Ryan

You are amazing - I think it's fixed.

We had a two-way sync integration with Pipedrive in connected apps.

This was to ensure syncing with the pipedrive data.

We only used info@intelligentpayroll in Pipedrive

So I believe the task was syncing back to pipedrive and pipedrive was adding it to the calendar if that makes sense?

 

No new calendar items are being created using info@

Also tasks are now always assigned to me 🙂

 

Thanks for all your support!

0 Upvotes
RSchweighart
Top Contributor | Gold Partner
Top Contributor | Gold Partner

HubSpot Tasks Sync

SOLVE

Awesome! My pleasure on the support. Thank you for taking the time to put together a screen recording. That saved a lot of potential back and forth.

 

All the best!

0 Upvotes
RSchweighart
Top Contributor | Gold Partner
Top Contributor | Gold Partner

HubSpot Tasks Sync

SOLVE

Hi @MinhazMoosa,

 

That's frustrating and quite overwhelming! What do you think about reassiging all those tasks to someone else or no one? I think this would remove them from the calendar.

GIF Recording 2024-03-20 at 2.44.58 PM.gif

Another spot to potentially check is that you don't have any integrations set up from the App Marketplace:

RSchweighart_0-1710971208289.png

 

Do you remember how you started syncing them to begin with?

 

Let us know if neither of these are the solution you're after, and we will keep troubleshooting 🙂

 

Best,

Ryan Schweighart

Whole Hart Impact, LLC

whimpact.co

I help businesses with HubSpot and Zapier. 

MinhazMoosa
Participant

HubSpot Tasks Sync

SOLVE

Nevermind - I believe I've figured it out.

I did have the email accoutn connected to HubSpot - removed the email and it's not syncing any more 🙂

Win!