- HubSpot → InstantCampaign. Contacts come in with their names and any HubSpot properties you map, such as lifecycle stage, contact owner or company size. You can then use those fields in segments, emails and automations. Changes arrive every 15 minutes.
- InstantCampaign → HubSpot. Each linked HubSpot contact gets InstantCampaign properties: when the last email was sent, opened and clicked, the last campaign, the email status and the unsubscribe date. Your sales team sees them on the contact record.
HubSpot CRM sync needs the Pro or Enterprise plan. Only people who can manage integrations can set it up.
Connect
1
Connect HubSpot
Go to Settings → Developers → Integrations, open HubSpot CRM under Data in, and click Connect HubSpot. Approve access in HubSpot. InstantCampaign asks to read and write contacts and to create contact properties, nothing else.
2
Choose the fields
Email, first name and last name always come across. Under Fields to import, map other HubSpot properties to your custom fields. Create the custom fields first.
3
Choose which contacts
Leave HubSpot list ID empty to import every contact, or enter the ID of one HubSpot list. Pick an InstantCampaign list for imported contacts to join, if you want one.
4
Confirm the lawful basis
Say why you may email these contacts and describe where they came from, as for a CSV import. InstantCampaign records it with every contact it creates.
5
Turn the import on
Switch on Import from HubSpot. The first run imports everything; after that, only changes come across every 15 minutes. Sync now starts a run straight away.
What comes across, and what never changes
- New HubSpot contacts become contacts here, up to your plan’s contact limit. The panel counts the ones left out.
- Mapped fields are updated by every import. For those fields, HubSpot is the source of truth.
- Subscription status is never changed by an import. A contact who unsubscribed here stays unsubscribed, whatever HubSpot says.
- Contacts are not deleted here when they are deleted in HubSpot.
What InstantCampaign writes to HubSpot
With Write engagement back to HubSpot on (the default), InstantCampaign creates these properties in an “InstantCampaign” group on first use:
Updates arrive within seconds of the event. Only contacts that came from HubSpot are updated: InstantCampaign never creates contacts in HubSpot.
InstantCampaign does not change HubSpot’s own email subscription settings. Use Email status (InstantCampaign) in HubSpot workflows if you want to act on an unsubscribe there.
Status and limits
The panel shows the last sync, how many contacts are linked, what the last run imported, and how many updates were written back. Errors from either direction appear under them.- HubSpot allows about 100 API requests per 10 seconds for each connected app. InstantCampaign uses at most 90, so other tools on your portal keep room. A first import of 100,000 contacts takes a few minutes.
- If HubSpot access expires or is revoked, the tile shows Needs attention. Click Reconnect.
- Disconnect revokes InstantCampaign’s access in HubSpot and stops both directions. Imported contacts stay. The InstantCampaign properties stay in HubSpot until you delete them there.