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How sync works

Sync direction​

From Settings → Integrations → HubSpot, choose how contact data flows between the two systems:

  • Bidirectional (default) — changes on either side update the other.
  • HubSpot → SendSeven only — HubSpot is the source of truth; SendSeven never writes back.
  • SendSeven → HubSpot only — SendSeven is the source of truth; HubSpot changes aren't pulled in.
  • Off — contacts aren't synced at all (you can still connect the integration for messaging/campaigns only).

Matching contacts​

The first time a contact is seen on either side, SendSeven matches it to an existing contact on the other side by email (the default) or, if you prefer, phone number — configurable per connection in settings. Once matched, the two records are linked permanently, and future syncs update the linked pair rather than re-matching from scratch.

What triggers a sync​

  • A contact is created or updated in HubSpot — SendSeven picks up the change automatically (near real-time).
  • A contact is updated in SendSeven — pushed to HubSpot automatically (near real-time), if your sync direction includes SendSeven → HubSpot.
  • Clicking "Sync now" — either on the Sync card for one contact, or a manual full sync from the settings page.
  • A one-time import or export — bring your existing HubSpot contacts into SendSeven, or push your existing SendSeven contacts into HubSpot, from the settings page.

Sync is designed to be safe to leave running continuously: each side stamps a fingerprint of what it just synced, so an update that HubSpot or SendSeven reports back as a result of syncing (rather than a genuine new edit) is recognized and skipped — this is what keeps the two systems from endlessly re-syncing the same change back and forth.

Default fields​

Out of the box, SendSeven maps and syncs:

  • Email
  • First name
  • Last name
  • Phone

SendSeven also reads HubSpot's Company and Mobile phone properties inbound: company is stored for reference, and a distinct mobile number is added as a separate mobile contact method (rather than overwriting your primary phone number).

Custom field mapping​

Beyond the default fields, you can map any of your own SendSeven custom fields to a HubSpot contact property (or the reverse), so tenant-specific data — deal stage notes, loyalty tier, internal tags, or anything else you track as a custom field — flows between the two systems automatically.

To map a custom field:

  1. Go to Settings → Integrations → HubSpot → Field Mapping.
  2. For the HubSpot property you want to map, open its target dropdown. Alongside the standard targets (Email, First name, Last name, Phone), you'll see a Custom fields group listing your SendSeven custom fields.
  3. Choose the custom field you want that HubSpot property mapped to.
  4. Save.

[screenshot: Field Mapping table with a custom field selected as the target for a HubSpot property]

How it behaves:

  • A custom field mapping follows the same sync direction you've set for the rest of contact sync — if you're bidirectional, a custom field mapping is bidirectional too; if you're HubSpot → SendSeven only, custom field values only flow that way.
  • If your SendSeven custom field allows multiple values (a multi-select field), the values are joined together when sent to HubSpot (as a single text property) and split back apart when read from HubSpot — so a multi-select field round-trips correctly.
  • The same echo-prevention that protects the default fields applies automatically to any custom field mapping — you don't need to do anything extra to avoid sync loops.
  • If a mapped custom field is later deleted in SendSeven, the mapping is shown so you can update or remove it — it won't silently break other fields' sync.

Conversation transcripts on HubSpot​

When a SendSeven conversation is closed, a transcript is generated and attached to the matching HubSpot contact as a Note on their timeline — so anyone looking at the contact in HubSpot has the full context of what was discussed, without needing to open SendSeven.

  • The note includes an AI-generated summary of the conversation (on plans with AI features enabled) and a link back to the full conversation in SendSeven, alongside the transcript file itself.
  • Matching to a HubSpot contact works the same way as regular sync — by the contact's email or phone — so this works even for contacts that haven't been explicitly synced or imported yet, as long as HubSpot has a matching record.
  • If a conversation is reopened and closed again, a new transcript note is added reflecting that most recent close.
  • You can turn this off from Settings → Integrations → HubSpot if you don't want transcript notes created automatically.

[screenshot: a SendSeven transcript note on a HubSpot contact's timeline]