Connect HubSpot
Authorize Caard
Sign in to HubSpot and approve the requested permissions. Caard asks for read/write access to contacts, companies, and lists, plus read access to owners.
Caard’s HubSpot app cannot request the notes and tasks permissions, so leads’ notes are synced into a contact property (the Message property by default) rather than as HubSpot note records. Tasks are not synced.
What syncs
For each lead, Caard syncs:- Contact — name, email, phone, company, job title, and any other fields you’ve mapped. See field mapping for the full list and how to customize it.
- Notes — smart-capture answers and freeform notes, combined into one mapped contact property.
- Company (optional) — Caard finds or creates the company by domain and associates it with the contact.
- List membership (optional) — contacts can be added to a HubSpot static list, configurable per event.
- Owner — the lead’s owner in Caard maps to a HubSpot owner via the Owner Mapping tab.
When leads sync
| Trigger | How |
|---|---|
| Automatic | With Auto-Sync on, leads sync when they’re created or updated |
| Single lead | Open a lead and select Sync now |
| Bulk | Bulk sync on the Overview tab syncs up to 1,000 leads at a time |
| Test | Send test lead validates your mappings without touching real leads |
Sync settings
Auto-Sync
Toggle automatic syncing on the Overview tab. With it off, leads only sync when you trigger a sync manually.Deduplication
Under Advanced Config on the Overview tab:- Deduplicate contacts (on by default) — look up the contact by email and update it if found. Turned off, every sync creates a new contact.
- Deduplicate by phone fallback (off by default) — if no email match is found, try matching by phone number.
- Sync leads without an email (off by default) — by default, leads with no email are skipped with an error. Enable this to sync them anyway.
Company sync
Enable Company Sync on the Overview tab to create or update companies alongside contacts. You can configure:- Domain source — derive the company domain from the lead’s website, their email address, or website first then email.
- Free email domains — exclude domains like gmail.com from being treated as company domains, with an editable list.
- Matching — match existing companies by domain, by name, or domain then name.
- Create if missing — whether to create a new company when no match is found.
- Association — attach the company as the contact’s primary or secondary company.
- On failure — skip the company step or fail the whole sync if the company step errors.
Lists
On the Lists tab, pick a HubSpot static list to receive synced contacts. Each event can use its own list, which keeps event leads grouped in HubSpot.Owner mapping
On the Owner Mapping tab, map each Caard teammate to their HubSpot owner. Select Auto-match to pair them by email automatically, or set mappings by hand. Synced contacts are then assigned to the right owner in HubSpot.Per-team and per-event settings
Settings and field mappings apply workspace-wide by default, but you can override them for a specific subteam or event using the scope switcher at the top of the integration page. Precedence, from highest to lowest:- Event — leads captured at that event
- Subteam — leads owned by that subteam’s members
- Workspace — everything else
Sync history
The Sync History tab lists every sync job with its status, timestamp, and the HubSpot contact it created or updated.| Status | Meaning |
|---|---|
| Queued | Waiting to run |
| Running | Sync in progress |
| Success | Contact created or updated |
| Error | Failed after retries — a Retry button appears on the job |