How Aura matches and updates records
How Aura finds contacts, what it changes, what it leaves alone, and what comes back from HubSpot
How Aura matches and updates records
This page explains what Aura changes in HubSpot, and what it never touches.
How Aura finds a contact
Aura looks for a contact with the same email as the lead. Capital letters don't matter.
- If Aura finds one, it uses that contact. It does not make a copy.
- If Aura finds none, it makes a new contact.
- If the lead has no email, Aura skips them.
Once Aura finds the contact, it links it to the lead in Aura. Later updates go to that same contact.
What Aura changes on a contact
Aura writes these fields each time it sends the contact:
- First name and last name
- Phone
- Company
If Aura does not have a value, it leaves that field alone. For example, if the lead has no company, the company in HubSpot stays as it is.
Aura also fills in the fields you chose on the Field mapping tab.
Aura never touches any other contact field.
What Aura changes on a deal
On a deal Aura made or linked, Aura can change:
- The pipeline and stage, to the stages you mapped.
- The amount. At booking, this is the call's expected value, if it has one. You set it on the scheduler. Pick a product, then fill in Expected deal value. When a call is won, the amount is the sale amount.
- The close date, when the call is won or lost.
- The owner, but only if the deal has none.
- The fields you mapped.
Aura sets the deal name only when it makes the deal. It never renames a deal later.
What Aura never changes
- An owner your team already set, on a contact or a deal.
- A deal that Aura did not make or link.
- Your pipelines and stages. Aura never makes, renames or deletes them.
- Any record, by deleting it. Aura never deletes anything in HubSpot.
- A field that has a value, by emptying it.
If your team moves a deal by hand in HubSpot, Aura does not know. The next time the lead moves in Aura, Aura moves the deal to the stage you mapped.
What Aura adds to the timeline
| Item | When | Switch |
|---|---|---|
| Meeting, named "Call with" and the lead's name | A call is booked | Call booking |
| AI summary note | The AI review is ready | AI-summary note |
| Consent note, with the boxes the person ticked | The person's consent answers change | Any Aura to HubSpot switch |
Each item is added only once. If Aura tries again after an error, it finds the item it made. It does not add a second one.
When a call is moved or canceled
Moved to a new time:
- Aura moves the same meeting to the new time. It does not add a second meeting.
- Aura moves the deal to match where the lead is now in Aura, if that stage is mapped and allowed.
Canceled:
- Aura keeps the meeting, so you can see what was booked. It marks the meeting as canceled.
- If you mapped the Cancelled column, Aura moves the deal there. With Each switch decides, the Won / lost outcome switch must be on.
- If you did not map it, the deal stays where it is.
Aura only changes meetings that it added. If Call booking was off when the call was booked, there is no meeting to change.
What comes back from HubSpot
Only contact edits come back, and only if Contact edits is on. The contact must be linked to a lead in Aura.
| You change this in HubSpot | What happens in Aura |
|---|---|
| Phone | The lead's phone is updated. |
| Company | The lead's company is updated. |
| First or last name | Shown next to the Aura name. The Aura name stays. |
| Nothing. Aura uses the email to match people. | |
| Any other contact field | Nothing. |
| A deal's stage, amount or owner | Nothing. |
| A deal marked won or lost | Nothing. Mark the call in Aura too. |
| A deleted contact or deal | Nothing. |
Aura ignores HubSpot updates that it caused itself. This stops the two tools from going back and forth.
How fast updates arrive
Aura sends each update in the background, a few moments after it happens in Aura. If HubSpot is busy or down, Aura tries again three more times. If an update is still missing after an hour, contact support. Share the person's email and what you expected to see.