How actions are counted

How actions are counted

TL;DR: An "action" is one sync operation — one record created, one item created, or one changed field synced. Every plan includes a monthly action quota. When you hit 100%, syncs pause until your quota resets on the 1st of the month or until you upgrade.

How counting works

Each of these counts as 1 action:
  • A new HubSpot record creates a new item on your board
  • Each changed field on a HubSpot record that syncs to your board
  • Each changed field on a  monday.com  item that syncs back to HubSpot

Examples

Scenario
Actions used
A deal's amount is updated in HubSpot, syncs to your board
1
You update 3 fields on one item in  monday.com , syncs to HubSpot
3 (1 per changed field)
The same deal is synced to 2 boards (2 separate syncs)
2

What does NOT count as an action

  • Opening the app on your board
  • Changing your sync configuration (field mapping, direction, conditions)
  • Pausing or resuming a sync
  • Connecting or disconnecting your HubSpot account

Tips to stay within your quota

  • Use conditional triggers — the more targeted your sync, the fewer actions consumed. See  Understanding Conditional Triggering⁠ 
  • Map only the fields you need — each mapped field that changes counts as 1 action. Unmapped fields don't
  • Pause unused syncs — if a board isn't actively used, pause the sync to save actions. See  Managing your sync⁠ 
  • Upgrade if needed — upgrading immediately refreshes your quota. See  How to Upgrade Your Plan⁠ 

Common gotchas

  • When you hit 100%, all syncs pause automatically — no data is lost, but new changes won't sync
  • You receive email notifications at 50%, 75%, and 100% of your quota
  • Changes made while paused are not queued — they won't sync retroactively when quota refreshes
  • Your quota resets on the 1st of each month, and syncs resume automatically

Related

  •  Plans, Billing & Usage⁠  — all plans, pricing, and billing details
  •  Managing your sync⁠  — pause or edit syncs to manage usage
  •  How to Upgrade Your Plan⁠  — step-by-step upgrade guide

Still stuck?

Email  hello@fantasymedia.io  and we'll help you understand your usage or find the right plan.