Send past leads and calls

Connecting HubSpot only sends what happens next. Your older leads and calls stay in Aura. You can send them too, so HubSpot does not start empty.

This is on the Default sync tab, under Health, in the box called Sync past leads and calls.

Before you start

Turn on the switches first. The history sync uses the same switches as new records.

• Lead capture must be on to send past leads.
• Call booking must be on to send past calls.
• A Booked Call stage must be picked on the Pipeline mapping tab to send past calls.
• Pipeline stages must not be set to Don't move any stages to send past calls.

If something is missing, Aura tells you. For example: Turn on Call booking to send calls. If nothing can be sent, Aura says Nothing can be sent to HubSpot yet. and hides the button.

Steps

1. Open the Default sync tab.
2. Scroll to Sync past leads and calls.
3. Under How far back, pick Last 30 days, Last 90 days or Everything.
4. Read the count. For example: "412 leads and 96 calls will be sent to HubSpot. Records already synced are skipped, so running this twice is safe."
5. Select Sync history.

You see Syncing your history to HubSpot. It runs in the background. You can leave the page. Big accounts can take a while, because HubSpot limits how fast apps can send. Aura sends 50 records at a time.

Aura sends all the leads first. Then it sends the calls.

What a past call looks like in HubSpot

• A lead's newest call is sent with the lead. Its deal goes to the stage for where the lead is now, such as Won. This only happens if you mapped that column and its switch allows it.
• Every other past call gets a deal in your Booked Call stage. It stays there until that call changes in Aura.
• Aura adds meetings only for calls that are still to come. It does not add meetings for past calls. HubSpot may already have them.
• Past calls get the same owner rules and deal names as new ones.

How Aura avoids two deals for one call

Your old tool may have made deals for these calls already. Aura checks first. Before you start, Aura shows what it found. For example, it may say that 12 of 40 calls it checked already have a deal in HubSpot, and that Aura will use those deals. It may also say how many it can't match to a single deal for certain. Aura leaves those alone rather than guessing.

For each past call that is not a lead's newest call, Aura looks at the person's deals in your chosen pipeline:

• One deal, one booking: Aura links the call to that deal. It does not make a new one.
• No deals: Aura makes a new deal.
• Not sure: for example, the person has several deals or several bookings. Aura leaves the call alone. It does not guess. You can link these by hand.

When Aura links an old deal, it does not change its stage. Your old process put it there. Aura moves it only when that call gets a new result in Aura.

Aura never links a deal that another Aura call already uses.

Running it twice

Running the sync again is safe. Records already sent are skipped. Nothing is copied twice.

Stopping a sync

There is no stop button. To stop a sync while it runs, turn off Lead capture and Call booking. Aura checks the switches again before each group of 50 records. Records already handed off in a group still go to HubSpot.