Setting up a Sync
TL;DR: A sync keeps one HubSpot object type and one monday.com board connected — when something changes on one side, the other updates based on the sync direction you choose. This page walks you through the full setup: connecting your HubSpot account and configuring the sync wizard.
Before you start
- The app is installed and added to your board — see Installation & Set up if you haven't done this yet
- Your board has the right columns for syncing — see Board Setup Best Practices
- You have a HubSpot account with access to the CRM objects you want to sync
Connect your HubSpot account
1. Start authentication
After you add the app to a board, it opens as a HubSpot 2-way Sync view tab on that board. This is where you connect HubSpot and set up your sync.
In the HubSpot 2-way Sync view, click Connect to HubSpot
A HubSpot tab opens
2. Choose your HubSpot account
In the HubSpot tab, under Choose an account, select the account you want to sync with
Click Choose Account. The tab closes and the view shows HubSpot as Connected
3. Choose a HubSpot portal
Click Continue to setup. Under Choose a HubSpot portal, select the portal you want to sync with, then click Next. To connect another portal, click Add another portal.
The sync wizard
1. Select your HubSpot object type
After you choose a portal, the Sync Setup wizard opens on Sync scope. Choose the type of HubSpot record you want to sync:
- Contacts — people in your CRM
- Deals — sales opportunities and pipeline items
- Companies — organizations and accounts
- Tickets — support and service requests
- Tasks — to-dos and follow-ups assigned in HubSpot
You will only see objects that your connected HubSpot user has permission to access.
2. Choose sync direction
Both Ways (default)
Changes and creations sync in both directions
3. Choose items or subitems
On the right side, select what you want to sync with HubSpot:
Items
Sync parent-level items from your board
Subitems
Sync subitems instead of parent items
Subitems appears as an option once your board has subitems.
Optional settings
At the bottom of the sync scope screen, you'll find one optional deletion checkbox. It's off by default.
☐ Sync deletions in both directions When an item or record is deleted on either side, the corresponding record or item on the other side is deleted too. When it's off, deletions don't sync.
Be careful — deletion is permanent. Turning this on means deleting an item in monday.com also deletes the HubSpot record, and vice versa. If someone deletes an item or record by mistake, the linked one on the other side is also gone.
Be careful — deletion is permanent. Turning this on means deleting an item in monday.com also deletes the HubSpot record, and vice versa. If someone deletes an item or record by mistake, the linked one on the other side is also gone.What about existing records? Existing HubSpot records and monday items sync after their next update. The sync is triggered by changes, so nothing is copied over when you activate.
Field mapping
Field mapping determines how data translates between monday.com columns and HubSpot properties. This section covers the basics — for the full reference, see Field Mapping .
For the best results, set up your board following our Board Setup Best Practices before configuring mapping.
For the best results, set up your board following our Board Setup Best Practices before configuring mapping.How it works
- Map your Text column → HubSpot text property
- Map your Status column → HubSpot dropdown/select property
- Map your Numbers column → HubSpot numeric property
- Map your Date column → HubSpot date property
Per-field sync direction
Once mapping is complete, you can choose the data direction for each individual field:
- Monday → HubSpot only
- HubSpot → Monday only
- Both ways (default)
Some HubSpot properties are read-only. These can only sync from HubSpot to monday.
The sync only triggers when a mapped field changes. If you update a column that isn't mapped, nothing happens. Make sure the columns you care about are included in your mapping.
The sync only triggers when a mapped field changes. If you update a column that isn't mapped, nothing happens. Make sure the columns you care about are included in your mapping.Activate your sync
Once you've configured your scope, field mapping, and incoming and outgoing data, click Activate sync. You'll see Configuration Activated! Click Go to admin panel to see your sync. The sync starts running immediately. New changes on either side will flow according to your settings.
How sync works
Incoming (HubSpot → monday)
When changes occur in HubSpot:
Record updated → Updates the linked item
Record deleted → Deletes the linked item (only if Sync deletions in both directions is on)
Items are linked to records through the HubSpot Link column on your board. The link is also stored in the app.
Outgoing (monday → HubSpot)
When changes occur in monday.com :
Item created → Creates a new HubSpot record
Mapped column changed → Updates the HubSpot record
Item deleted → Deletes the HubSpot record (only if Sync deletions in both directions is on)
Dive deeper
Common gotchas
- Each sync connects one HubSpot object type to one board. Each person can have one sync per board. To sync another object on the same board, a different user sets up their own sync, or you edit or delete your existing one
- The sync only triggers when a mapped field changes — unmapped columns are ignored
- Existing HubSpot records and monday items sync after their next update
- Synced changes count as actions toward your plan quota, counted per field. See How actions are counted
- The HubSpot Link column is created automatically. Don't delete or rename it
Next up
Related
- Set up your first sync — quick-start walkthrough
- Board Setup Best Practices — recommended columns and structure
- Connect your HubSpot account — authentication deep dive
- Plans, Billing & Usage — how actions are counted
Still stuck?
If something isn't working as expected, check Troubleshooting or FAQ . You can also reach us at hello@fantasymedia.io .