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What You Can Sync

From HubSpot to BuildBetter:
  • Contacts → People
  • Companies → Companies
  • Tickets → Conversations
From BuildBetter to HubSpot:
  • Meeting summaries → Meeting engagements on contacts and companies

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Setup Instructions

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Prerequisites

  • Active HubSpot account with appropriate permissions
  • BuildBetter organization admin access

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Connection Steps

  1. Navigate to Integrations
    • Go to Settings → Integrations in BuildBetter
    • Find HubSpot in the CRM category
  2. Connect Your Account
    • Click “Connect” to authorize BuildBetter
    • Sign in to your HubSpot account if needed
    • Review and approve the permissions BuildBetter needs to sync your data
  3. Configure Sync Settings After connecting, choose which data to sync (see Configuration Options below)

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Configuration Options

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Sync Contacts & Companies

Toggle: Sync Contacts & Companies Enable this to sync HubSpot Contacts and Companies to BuildBetter’s People and Companies. Contact Properties to Sync: Choose which contact fields to sync. By default, we sync:
  • Email (required)
  • First name
  • Last name
  • Associated company
Additional contact properties you can sync:
  • Phone numbers (phone, mobilephone)
  • Address fields (address, city, state, zip, country)
  • Company info (company name, job title, website)
  • Lifecycle data (lifecycle stage, close date, original source)
  • Activity timestamps (last contacted, last activity date)
Company Properties to Sync: Choose which company fields to sync. By default, we sync:
  • Name (required)
  • Domain (required)
Additional company properties you can sync:
  • Basic info (website, description)
  • Address fields (address, city, state, country, phone)
  • Business data (industry, annual revenue, number of employees)
  • Owner and relationships (HubSpot owner, parent company)
  • Social media (LinkedIn, Twitter, Facebook pages)

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Syncing Custom Properties

You can sync any property from HubSpot—not just the ones listed above. This includes custom properties specific to your HubSpot account. How to add a custom property:
  1. Find the property in HubSpot
    • Go to Settings (gear icon) → Data Management → Properties in HubSpot
    • Select the object type (Contact properties or Company properties)
    • Find the property you want to sync
HubSpot Properties List
  1. Get the internal name
    • Click on the property to view its details
    • Copy the Internal name (shown below the property label)
    • This is what you’ll enter in BuildBetter
HubSpot Property Internal Name
  1. Add the property in BuildBetter
    • Go to Settings → Integrations → HubSpot in BuildBetter
    • Scroll to “Contact Properties Allowlist” or “Company Properties Allowlist”
    • Type the exact internal name from HubSpot
    • Click “Add”
BuildBetter Add Property
  1. Verify it was added
    • The property will appear in your sync list
    • It will be synced on the next sync cycle (every 4 hours)
BuildBetter Property Added
The internal name must match exactly (case-sensitive). For example, if HubSpot shows the internal name as annualrevenue, you must enter annualrevenue in BuildBetter—not AnnualRevenue or annual_revenue.

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Sync Tickets to Conversations

Toggle: Sync Tickets to Conversations Enable this to pull HubSpot support tickets into BuildBetter Conversations. What gets imported:
  • Ticket details (subject, content, status)
  • Ticket owner
  • Associated contacts and companies
  • All conversation threads and messages
  • Email exchanges and activities
  • Comments and internal notes

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Recording Summaries to Contacts

Toggle: Recording Summaries to Contacts Enable this to automatically push BuildBetter meeting summaries to HubSpot as Meeting engagements. What gets created in HubSpot:
  • Meeting record with title, date, and time
  • AI-generated summary in the meeting body
  • Full summary and recording link in internal notes
  • Automatic association with meeting attendees (as HubSpot contacts)
  • Automatic association with attendee companies
Behavior:
  • Creates new HubSpot contacts if attendees don’t exist
  • Won’t create duplicate meetings (checks by title and time)
  • Only updates missing fields on existing meetings

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Sync Schedule

The integration syncs automatically every 4 hours:
  • First sync pulls data from the last 5 days
  • Subsequent syncs only pull new or updated records
You can also manually trigger a full sync from the integration settings.

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Troubleshooting

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Connection Issues

“HubSpot authentication failed”
  • Disconnect and reconnect the integration
Sync shows “error” status
  • Check the error message in Settings → Integrations
  • Try reconnecting the integration

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Data Not Syncing

Contacts not appearing in BuildBetter
  • Make sure “Sync Contacts & Companies” is enabled
  • Verify contacts have email addresses (required for sync)
  • Check that contacts were recently modified (within the sync window)
  • Wait for the next sync (every 4 hours) or trigger a manual sync
Companies not linked to contacts
  • Verify contacts have an associated company in HubSpot
  • Ensure the company has a valid domain (non-personal email domains like gmail.com won’t sync)
Tickets missing conversations
  • Make sure “Sync Tickets to Conversations” is enabled
  • Verify your HubSpot account has access to tickets and conversations
  • Check that the ticket was recently updated
Meeting summaries not appearing in HubSpot
  • Verify “Recording Summaries to Contacts” is enabled
  • Ensure meeting attendees have email addresses
  • Check that the recording has finished processing in BuildBetter
  • Look for the meeting in HubSpot under the attendee’s contact record

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Support

Need help?
  • Check your connection status: Settings → Integrations → HubSpot
  • Contact BuildBetter support with your connection ID and any error messages