Sync switches
What each HubSpot sync switch does, and what it changes in HubSpot
Sync switches
The sync switches are on the Default sync tab, under What syncs. Each switch controls one job. When a switch is off, that job sends nothing.
Every switch starts off. Connecting HubSpot does not send anything. You turn on each switch you want.
Aura saves a switch as soon as you flip it. You see a short message, like Lead capture turned on.
Aura to HubSpot
Pipeline stages
This is a menu, not a switch. It decides which events can move your deals. It has three choices:
- Each switch decides: this is where it starts. Lead capture, Call booking and Won / lost outcome each move their own stages. See the table below.
- Move the stages I mapped: every stage you mapped can move, even if its switch is off. Aura can also make a deal for a lead before they book a call.
- Don't move any stages: Aura moves no deals and makes no deals.
With Each switch decides, each switch moves these Opportunities columns:
| Switch | Columns it moves |
|---|---|
| Lead capture | Interested, Qualified, Disqualified |
| Call booking | Booked Call, Confirmed Call |
| Won / lost outcome | Won, Lost, Cancelled, Declined, Completed, Bad Fit, No Show, Follow-up Required |
A column you did not map never moves a deal. See Pipeline mapping.
Lead capture
When it runs: a new lead comes into Aura. This can be from your booking page, a form, an import, or a lead you add by hand.
What it does in HubSpot:
- Finds the contact with the same email. If there is none, it makes one.
- Writes the lead's name, email, phone and company on the contact.
- Links the contact to the lead in Aura.
- With Each switch decides, it can also make a deal for the lead. This only happens if you mapped Interested, Qualified or Disqualified.
A lead with no email is skipped.
Call booking
When it runs: someone books a call. It runs again when the person accepts the calendar invite. Then Aura moves the deal to your Confirmed Call stage, if you mapped one.
What it does in HubSpot:
- Finds or makes the contact, the same way Lead capture does.
- Adds the meeting to the contact's timeline. The meeting is named "Call with" and the lead's name.
- With Each switch decides, it makes a deal for the call in your Booked Call or Confirmed Call stage.
- If Aura already made a deal for this lead before the booking, Aura moves that deal. It does not make a second one.
- Sends your mapped fields with the deal.
If you did not map a stage, Aura makes no deal. It still updates the contact and the meeting.
When a call moves to a new time, Aura moves the meeting. When a call is canceled, Aura marks the meeting as canceled. Aura only changes meetings it added.
Won / lost outcome
When it runs: a call result is saved or changes. For example, Won, Lost, No Show or Follow-up Required.
What it does in HubSpot:
- Finds or makes the contact.
- With Each switch decides, it moves the deal to the stage you mapped for that result.
- For Won and Lost, it sets the deal's close date.
- For Won, it sets the deal amount, if the call has a sale amount.
- If the call has no deal yet, Aura makes one in that stage.
If the result has no mapped stage, the deal stays where it is.
AI-summary note
When it runs: Aura finishes its AI review of a call.
What it does in HubSpot:
- Adds a note to the contact. The note has the AI summary and the main objection, if there was one.
- Adds the same note to the deal, if there is one.
- Adds each note only once.
This switch works on its own. You don't need Won / lost outcome on. It also covers calls that never get a won or lost result.
If Lead capture is off, Aura only adds the note to people who are already in HubSpot. It does not make a new contact for the note.
HubSpot to Aura
Contact edits
When it runs: someone edits a contact in HubSpot. The contact must be linked to a lead in Aura.
What it does in Aura:
- Updates the lead's phone and company.
- Shows the HubSpot name next to the Aura name. It never replaces the Aura name.
- Never changes the email. Aura uses the email to match people.
Nothing else comes back from HubSpot. Deal changes in HubSpot don't change Aura. See How Aura matches and updates records.
Before you connect
You can see these switches before you connect. They show as gray and turned off. That is how they start after you connect, too.
When there is a gap in your setup
If a switch is on but can't do its job, a yellow note shows at the top of the page. It tells you what is missing. See Warnings and how to fix them.