Do you have to "Turn on" the sync between Salesforce & Hubspot? Data isn't auto flowing

[BamaBoy]

I've been asked to troubleshoot a connection that another team setup. I've been brought in at the very end of this integration, so I don't know how things have been setup. I also don't have access to the Salesforce side of the account. 

Currently, SF and HS have been integrated. I did a test imported of contacts and was able to import 5 records successfully. 

What I don't understand is, why isn't syncing automatically happening now? The SF integration is turned on. 

They are well below the API call limits. They have a couple minor sync errors they need to fix, but they are only impacting contacts.

They've had new contacts added since this connection was enabled. 

If I do a bulk import, does everything start auto-syncing afterwards? Is there a setting on the SF side that needs to be enabled to start the auto-syncing? 

[LaurenRyan · Accepted solution]

@BamaBoy congrats on inheriting an integration - that's always fun!

There are a few things that may be an issue here:

1. The integration user does not have the right permissions. This would require access on the Salesforce side to see this. You can reach out to your Salesforce admin and ask if the integration user has System Administration permissions. Not sure who the integration user is? You can see the email used under the HubSpot integration settings.

2. The sync settings are not configured to create/sync data. If you look at HubSpot > Salesforce and Salesforce > HubSpot, is it set to create a lead/contact in Salesforce when one is created in HubSpot? Look into these and make sure it's doing what it's supposed to.

3. Are you using an inclusion list? You can see this under HubSpot> Salesforce settings. If so, the Contacts may not be on the inclusion list so they're not syncing.

4. The integration isn't turned on. There's a toggle in the top right of the integration settings. Make sure that's blue to show the integration is on.

5. Something else that's wonky! Our team specializes in the integration. I'd be happy to talk through this with you & I'd recommend you enroll in our free course. It's about all things HubSpot Salesforce integration & will be super helpful.

[RubenBurdin · Accepted solution]

Hi @BamaBoy, jumping in since you’re inheriting a Salesforce - HubSpot setup mid-stream (always tricky).

Once the connector is installed, data doesn’t flow until the sync rules are fully configured and the inclusion list (if used) actually contains records. You can confirm under Settings › Integrations › Connected Apps › Salesforce › Contacts/Companies/Deals that “Sync Contacts” is toggled on and that the inclusion list is either off or populated (https://knowledge.hubspot.com/integrations/sync-salesforce-leads-and-contacts-to-hubspot )

Also be sure the Salesforce integration user has the right profile System Administrator is safest—and that sync direction is bidirectional, not one-way (https://knowledge.hubspot.com/salesforce/install-the-hubspot-salesforce-integration )

A bulk import won’t restart auto-sync; HubSpot only syncs records that meet the inclusion list or rule criteria and have matching IDs. If you’re seeing new records stuck in HubSpot but not in Salesforce, it’s often a permissions or inclusion-list issue rather than API limits. If consistency between HubSpot and Salesforce keeps drifting, Stacksync keeps both sides mirrored in real time, no manual reimports or batch jobs needed.

[LaurenRyan · Accepted solution]

@BamaBoy congrats on inheriting an integration - that's always fun!

There are a few things that may be an issue here:

1. The integration user does not have the right permissions. This would require access on the Salesforce side to see this. You can reach out to your Salesforce admin and ask if the integration user has System Administration permissions. Not sure who the integration user is? You can see the email used under the HubSpot integration settings.

2. The sync settings are not configured to create/sync data. If you look at HubSpot > Salesforce and Salesforce > HubSpot, is it set to create a lead/contact in Salesforce when one is created in HubSpot? Look into these and make sure it's doing what it's supposed to.

3. Are you using an inclusion list? You can see this under HubSpot> Salesforce settings. If so, the Contacts may not be on the inclusion list so they're not syncing.

4. The integration isn't turned on. There's a toggle in the top right of the integration settings. Make sure that's blue to show the integration is on.

5. Something else that's wonky! Our team specializes in the integration. I'd be happy to talk through this with you & I'd recommend you enroll in our free course. It's about all things HubSpot Salesforce integration & will be super helpful.

[Jaycee_Lewis]

Hi, @BamaBoy 👋 Thanks for reaching out. Starting late into a project's life is challenging, for sure.

Hey, @LaurenRyan @franksteiner79, do you have any tips on how @BamaBoy might start troubleshooting root causes with their integration?

Best,

Jaycee