HubSpot: Pushing Prospects and Syncing Activity

Once your accounts are connected, you can start sending prospects and their activity to HubSpot. This article explains all the available ways to push prospects and how Activity Sync works behind the scenes.

How to Push Prospects to HubSpot

You can push prospects to HubSpot in four ways:

1. From the Inbox tab

Open the prospect’s card, click the three-dot menu, then select Push to HubSpot.

2. From the Prospects tab

Tick the checkbox next to the prospect(s) you want to push and click Push to CRM > HubSpot.

3. As a campaign step

Prospects can also be automatically pushed to HubSpot as part of a campaign workflow.

4. Via Activity Sync

Activity Sync is a feature that lets you automatically push and sync the activity of prospects. You can choose which prospect statuses the sync should apply to, giving you full control over what gets logged.

How to Configure Activity Sync

Once your integration is connected, click Manage to access the settings:

Next, you’ll see this page:

Turn on the toggle to reach the activity sync and prospect push settings. After you do, you will see the settings appear:

How it works

• Activity logging begins when you toggle the feature on and when a prospect reaches a status you’ve selected for syncing. If the prospect isn’t already in HubSpot, they’ll be added automatically. This process can take up to 20 minutes, but all activity during that time will still be tracked and logged.

• Activity Sync does not backfill past activity: it only starts tracking from the moment it’s enabled.

• Auto-sync applies only to prospects inside campaigns (active or disabled). If a campaign is deleted or a prospect is removed from it, syncing will stop. If that prospect is later added to another campaign, only new messages will be synced. The same applies to manual pushes from Inbox or the Prospects tab: syncing works only if the prospect is currently in a campaign.

• If a prospect moves into a status you did not select for syncing, activity logging for that prospect will automatically stop.

For example, if you’ve enabled Activity Sync for prospects with the status Contacted, their activity will be logged until they move to a status like Replied or Lead (unless you’ve chosen those statuses too).

Managing the Lead Source Field

You can choose whether the Lead Source field is pushed to your CRM when prospects sync.

This field can sometimes cause sync issues if it isn’t configured correctly. For example, if the Lead Source property in HubSpot is set to anything other than single-line text, the entire sync will fail.

To prevent this, the platform allows you to control whether the field is sent:

• In Integration Settings – toggle the option on or off:

• During Manual Pushes – choose whether to include the field each time you push prospects manually: