Getting started
What does SyncStation actually do?
SyncStation keeps property values aligned between two related HubSpot objects — copying a field from a Company onto its associated Deals whenever it changes, for example. You set the rule up once and it keeps running.
How do I connect my HubSpot account?
Open Account in the portal and click Connect HubSpot, or use the prompt shown the first time you sign in. HubSpot asks you to approve the connection, then returns you to SyncStation.
How do I create my first sync rule?
From Sync Rules, click Add sync rule, choose a source and target object such as Companies to Deals, map the properties you want kept in sync, name the rule, and save. There is a video walkthrough in the in-product Help Centre.
Do I need a developer?
No. Everything is configured in the portal, and no code or HubSpot workflow is involved. Most customers have their first rule running within a few minutes.
How syncing works
What is the difference between one-way and two-way sync?
One-way pushes changes from the source object to the target only. Two-way keeps both sides aligned in either direction, with the most recently updated record taking precedence.
Do I need a second rule for the return direction?
No. Two-way is a setting on a single rule. When a change starts on the target side, SyncStation reverses the mapping itself, so there is no mirror-image rule to build and keep in step.
What does the association rule control?
When a record has several associated records on the other side, the association rule decides which of them to sync with: all of them, the most recently associated, the first ever associated, or only those carrying a specific association label.
What triggers a sync?
A rule runs whenever a mapped property changes on the source record — and, for a two-way rule, when it changes on the target record too. The rule's association setting then decides which of the related records the change is applied to.
Will a two-way rule loop back on itself?
No. HubSpot reports which integration made each change, and SyncStation checks that on every event and skips anything its own integration wrote, so a two-way rule does not chase its own tail. You can switch two-way on without designing a circuit breaker yourself.
Do I have to worry about re-enrolment?
There is nothing to enrol. A rule has no enrolment state to manage — it is evaluated every time a mapped property changes, on every record that matches, for as long as the rule is switched on.
What is Sync Now, and when should I use it?
Sync Now runs a one-off backfill across every record that currently matches a rule. Use it straight after creating a rule so existing records pick up the mapping immediately.
How fast is it?
Standard objects such as Contacts, Deals, and Companies sync in real time on a webhook. Custom objects are reconciled on a schedule and are normally up to date within fifteen minutes.
Why does syncing sometimes feel slow?
HubSpot applies API rate limits to every third-party application. We pace our requests to stay within them, which keeps syncing reliable but means a large batch takes a little time to work through.
Data and security
Does SyncStation store my CRM data?
No. To carry out a rule we read the mapped property value from your portal, hold it in memory for the length of that operation, and write it to the target object. It is not written to a SyncStation database and there is no searchable copy of your records on our side. Clause 5 of the Terms sets out the full position, including two narrow diagnostic exceptions.
So what does SyncStation keep?
The configuration: which objects a rule connects, which property names it maps, the direction and overwrite settings, and whether each run succeeded. For a failed run we record the HubSpot record identifiers, the object type, the rule name and the error message HubSpot returned. HubSpot sometimes quotes a rejected value in that message, so a value can appear there — clause 5.2 of the Terms and section 3 of the Privacy Policy explain when.
Does anyone at SyncStation look at my data?
No. Our systems read the values your rules name in order to copy them, and for no other purpose. Nobody inspects, mines or profiles your CRM content, and we do not use it for advertising or to train machine learning models.
What happens to my data if I cancel?
Syncing stops and your HubSpot records stay exactly as they are — nothing is removed or altered in your portal. Your credentials and sync rules are deleted within thirty days of the account closing; logs and support correspondence follow the retention periods in the Privacy Policy.
Can I revoke access?
Yes, at any time, either from your SyncStation account page or from HubSpot’s connected apps settings. Revoking the connection halts all syncing immediately.
Account and billing
What happens when my free trial ends?
A countdown appears on your Account page as the trial winds down. When it expires, syncing pauses until you choose a paid plan. None of your rules or mappings are lost.
How do I invite a teammate, and what do the roles mean?
From Team, enter their email address and pick a role. Owner has full control including billing, Admin can manage rules and users, and User can view and use rules without changing account settings.
Can I manage more than one HubSpot portal?
Yes. If your account has access to several portals you will see a portal picker after signing in, and you can switch between them from that picker at any time.
How do I change or cancel my plan?
Both are on the Account page. Upgrades take effect from the next billing cycle, and if you cancel you keep access until the end of the period you have already paid for.
Troubleshooting
I am seeing sync errors — do I need to fix something?
Open Errors in the portal for the detail and the affected rule. Most errors point to something fixable such as a missing permission or a renamed property. Some are expected noise, like a record deleted or merged in HubSpot moments after a change was detected, and need no action.
A property is not appearing in the mapping list.
Usually the property type cannot be mapped to the target field, or the connected HubSpot user lacks permission on that object. Check the field type first, then the scopes granted to the connection.
A rule overwrote a value I wanted to keep.
Check the overwrite setting on that rule. Skip if target has a value leaves populated fields untouched. Test new rules on a small set of records before running Sync Now across the portal.