Vixiees connects with HubSpot to keep your contacts and opportunities synchronized across both platforms.
What Gets Synchronized Exactly?
Contact Fields
From HubSpot to Vixiees:
| Field in HubSpot | Field in Vixiees |
|---|---|
| firstname | First Name |
| lastname | Last Name |
| phone | Phone |
| company | Company |
| hs_lead_status | Lead Status |
| lifecyclestage | Lifecycle Stage |
| hubspot_owner_id | Assigned Agent |
| Mapped custom fields | Custom attributes |
From Vixiees to HubSpot:
- Same fields in the reverse direction
- When you change the assigned agent, the owner is updated in HubSpot
Opportunity Fields (Deal)
From HubSpot to Vixiees:
| Field in HubSpot | Field in Vixiees |
|---|---|
| dealname | Title |
| description | Description |
| amount | Amount |
| closedate | Close Date |
| closed_lost_reason | Loss Reason |
| pipeline | Pipeline |
| dealstage | Stage |
| hs_is_closed | Closed (yes/no) |
| hs_is_closed_won | Won (yes/no) |
| hubspot_owner_id | Assigned Agent |
Sync Timings
From HubSpot to Vixiees
HubSpot uses two synchronization mechanisms depending on the field type:
Critical Fields (Webhooks) - Real Time
These fields update instantly (~10-15 seconds) because HubSpot sends a direct notification to Vixiees:
Contacts:
- New contact creation
- Contact deletion
- Contact merge
- Lead status (hs_lead_status)
- Lifecycle stage (lifecyclestage)
- Assigned agent (hubspot_owner_id)
Opportunities:
- New deal creation
- Deal deletion
- Deal merge
- Stage change (dealstage)
- Assigned agent (hubspot_owner_id)
Why it matters: If you change the owner of a contact in HubSpot, the correct agent will see it in Vixiees within seconds. Same for stage changes or lead status changes.
Secondary Fields (Polling) - Every 1-2 Minutes
These fields update via periodic queries that Vixiees makes to HubSpot:
Contacts:
- First and last name
- Email and phone
- Company
- Mapped custom fields
Opportunities:
- Deal name
- Description
- Amount and close date
- Loss reason
- Closed/won status
| Process | Frequency | Max Delay |
|---|---|---|
| Change detection | Every 1 minute | ~1 minute |
| Change processing | Every 20 seconds | ~20 seconds |
| Approximate total time | - | 1-2 minutes |
Why it matters: If you correct a contact's email in HubSpot, it may take up to 2 minutes to appear in Vixiees. This is normal.
From Vixiees to HubSpot
| Action | Time |
|---|---|
| Update contact | Immediate |
| Change stage | Immediate |
| Create/update deal | Immediate |
Changes from Vixiees to HubSpot are sent in real time, with no delay.
General Data Synchronization
| Data | Frequency |
|---|---|
| Users (owners) | Every 24 hours |
| Contact properties | Every 24 hours |
| Deal properties | Every 24 hours |
| Pipelines and stages | Every 24 hours |
Stage Linking
For stage synchronization to work, you must link each stage in your Sales Brain (Playbook) with HubSpot:
Linking options:
- Deal Stage - Pipeline deal stage (e.g., "Appointment Scheduled")
- Lead Status - Contact status (e.g., "New", "Open", "In Progress")
- Lifecycle Stage - Lifecycle stage (e.g., "Lead", "Opportunity", "Customer")
You can use one or more of these options depending on your HubSpot configuration.
Activities Sent to HubSpot
Vixiees can log activities in HubSpot:
- Calls made (with duration and result)
- Emails sent
- WhatsApp messages
- Notes and comments
What Happens with Conflicts?
Same contact modified on both sides
The most recent change prevails. If you modify in HubSpot at 10:00 and in Vixiees at 10:01, the Vixiees value is kept.
Contact already exists
The system searches by HubSpot ID to avoid duplicates. If a contact is already linked, it is updated instead of creating a new one.
Initial Setup
- Go to Settings > Integrations > HubSpot
- Click "Connect with HubSpot"
- Authorize access in the HubSpot window
- Map the custom fields you want to synchronize
- Link your Sales Brain (Playbook) stages to deal stages/lead status
- Wait for the first synchronization (~2-3 minutes)
Best Practices
Avoid mass changes during peak hours
Important: Mass imports or bulk updates in HubSpot can slow down synchronization and affect data availability in Vixiees.
What to avoid during peak working hours (9:00-14:00, 16:00-19:00):
- Large contact imports (more than 500 records)
- Bulk field updates
- Batch owner changes
- HubSpot workflows that modify many contacts at once
Why it matters:
- Each change generates a notification that Vixiees must process
- Thousands of simultaneous changes can saturate the processing queue
- Agents may see stale data while the queue is being processed
Recommendations:
- Schedule bulk imports outside of business hours (night or weekend)
- If you need to make bulk changes, notify the team that there may be temporary delays
- Split large imports into smaller batches
Frequently Asked Questions
Why does a contact take time to appear?
Synchronization from HubSpot to Vixiees can take up to 2 minutes. If it takes longer, verify that the integration is active.
Are deleted contacts synced?
No. Contacts deleted in HubSpot are not automatically deleted in Vixiees.
Can I sync only some contacts?
Not directly. All contacts with changes are synchronized. You can filter which contacts enter Sales Brains (Playbooks) using conditions.
What happens if HubSpot is down?
Changes from Vixiees are queued and retried automatically. HubSpot changes will be processed when it becomes available again.
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