HubSpot Integration Settings — Administrator Guide
The Flex integration ships with defaults that suit most companies, so many teams never open this page. When you do need it, this is where you control how contact data is reconciled between Flex and HubSpot, which Flex element a deal links to, and how often the automatic sync runs. A Transaction Log alongside it records what the integration has done, which is the first place to look when a sync has not gone the way you expected.
This guide is for administrators. For day-to-day use of the cards on your contact, company, and deal records, see the Flex Integration for HubSpot user guide.
Contents
Opening the settings
There are two ways in.
From a card. Every Flex card has a settings link at its lower right. Click it to go straight to this page.
From HubSpot settings. Go to Settings > Integrations > Connected Apps, find Flex Rental Integration by Loomium in your list of apps, and open its Settings tab.
The page opens on Settings, which holds four tabs of its own — Contacts, Deals, Financials, and Scheduler. Transaction Log sits beside Settings as a second top-level tab.
Who can change settings
You need the HubSpot integrations management permission. Without it the page shows:
Admin access required — You don't have permission to view the Flex integration settings. Ask a HubSpot admin for access.
Settings apply to your whole HubSpot account, not to individual users.
Saving your changes
Changes are not saved as you make them. Unsaved changes appears at the top of the page as soon as you edit anything, and the Save button becomes available. Click Save and you will see Settings saved.
If the save fails you will see "We couldn't save your settings. Please try again." — your changes are still on screen, so click Save again.
Navigating away without saving discards your changes without warning.
Contacts tab
Precedence when both systems have contact data, and how records are matched between HubSpot and Flex.
These three settings govern the scheduled sync for both people and companies.
Contact precedence — sets which system's contact data should be considered most accurate, and therefore overwrites the other. Options:
- Hubspot overwrites Flex (default)
- Flex overwrites Hubspot
- Most recently modified side's data overwrites older data
The winner overwrites the whole record rather than merging field by field. If someone edits a phone number in Flex and someone else edits an address in HubSpot between two syncs, the losing side's edit is replaced rather than combined. Choose Most recently modified only if both teams genuinely edit contacts in both systems.
Contact matching strategy — company — determines how existing company contacts are identified as matches and linked between systems. Options: Email Domain (default), or Business Name + Postcode.
Contact matching strategy — person — the same for people. Options: Email address (default), or Employer + First Name + Last Name.
Matching strategy applies when the integration has to work out on its own whether a Flex record and a HubSpot record are the same entity. It does not affect links you make by hand from a card — those are explicit.
Deals tab
Rules for syncing deals with Flex project elements and when sync is allowed.
Prevent Hubspot deal sync without Hubspot contact (person) — a toggle, on by default. A deal must have an associated contact before it can be linked to a Project Element.
Note: This requirement currently applies whether the toggle is on or off. Switching it off does not allow deals without a contact to be linked.
Deal element — defines which Flex project element definition can be synced with a HubSpot deal. This is the type of Flex object the deal card creates and links to. Event Folder is currently the only available option, and is the default. Flex systems configured with additional element definitions may offer more choices here in a future release.
Financials tab
How Flex financials map to HubSpot line items, discounts, and fallbacks when transforms fail.
Note: The settings on this tab are not yet connected to the financial sync. You can change and save them, but they have no effect on the line items written to your deals today. They are documented here so the tab is not a mystery; treat them as reserved for a future release.
Line item discounts — how Flex discounts should be represented in HubSpot. Options: Write only post-discount values, or Write pre-discount values and discount amount (default).
Line item aggregation fallback method — how the integration should behave if the Line Item Aggregation transformation cannot be applied to financial data coming from a Flex job. Options: Write to fallback product, Write to misc line item, or Fail sync (default).
Status % required for financial sync — the minimum status percentage a Flex job must reach before its financial data is aggregated into HubSpot deal line items. A whole number from 0 to 100; the default is 30. Entering anything else shows "Enter a whole number between 0 and 100" and blocks saving.
Scheduler tab
How often the integration reconciles out-of-sync records automatically.
Scheduler frequency — sets how often the automated sync runs. Options: 6h, 12h, or 24h (default).
This is what determines how stale a linked record can get. Flex cannot notify HubSpot when a record changes, so a Flex-side edit waits for the next scheduled run. There is no way to trigger a run by hand, so if your team edits records in Flex regularly and wants those changes in HubSpot the same day, shorten this to 6h.
The scheduled run covers linked contacts, companies, and deals.
Transaction Log
The Transaction Log tab records what the integration has done. Most of the time you will not need it; when a sync has not produced what you expected, it tells you whether the integration tried, and what happened.
Reading the table
| Column | What it shows |
|---|---|
| Time | When the action ran |
| Action | The internal operation name — see below |
| Trigger | Manual card, Workflow action, or Scheduler |
| Entity | The HubSpot record involved, linked so you can open it |
| Number | The Flex document number, such as Q26-1234, or — |
| Outcome | Success or Error |
| Detail | A one-line summary, plus a Details button where more was recorded |
Every column except Number and Detail sorts. Results are paged 25 at a time, with first and last page buttons.
Action names are internal identifiers rather than plain English:
CREATE_CONTACT_FOR_CONTACT— created a new Flex contact from a HubSpot contactSYNC_CONTACT_FOR_CONTACT— synced an existing linked contactCREATE_CONTACT_FOR_COMPANY— created a new Flex company from a HubSpot companySYNC_CONTACT_FOR_COMPANY— synced an existing linked companyPROCESS_CONTACTS_FOR_DEAL— reconciled a deal's associated contacts and companiesCREATE_OPERATION— created a Flex Project Element from a dealDeal synced— synced an existing linked deal
Filtering
Use the filters above the table to narrow things down, then click Apply filters. Clear filters returns to showing everything.
- From date, From time, To date, To time — the range to show. Times are chosen in 15-minute steps. No range is applied by default, so the log shows all history until you set one.
- Action — free text, matched against the action names above.
- Trigger — All triggers, Workflow action, Manual card, or Scheduler.
- Entity — free text, matched against the HubSpot record name.
- Number — free text, matched against the Flex document number.
- Outcome — All outcomes, Success, or Error.
Filtering by Error is the fastest way to find what went wrong.
Note: Contact and company card actions are currently recorded with a trigger of Workflow action rather than Manual card, so filtering by Manual card will not show them. Leave Trigger on All triggers when you are looking for something specific.
Seeing the detail
Where an operation recorded its individual steps, a Details button appears in the Detail column. It opens a window titled with the action and timestamp, listing each step with its Timestamp, Level, and Message. Steps that failed show their error text beneath the message. This is the most useful view when a sync reports Error and the one-line summary is not enough to explain why.
What does and does not appear
The log covers less than you might expect. Today it records:
- Creating or linking a Flex contact or company from a card.
- Syncing a linked deal, and reconciling a deal's associated contacts and companies.
It does not record:
- Creating a Project Element from a deal card.
- Unlinking, on any of the three cards.
- Scheduled contact and company syncs — a contact updated by the overnight run leaves no entry.
Scheduled deal syncs are recorded, but only when something goes wrong. Look for the actions Deal sync failed and Deal sync skipped — the latter means the deal lost its contact association, so the run passed over it.
An action missing from the log has not necessarily failed. Check this list before concluding something went wrong.
If the log will not load you will see "We couldn't load the transaction log." with a Retry button.
Need help?
For additional support, visit support.squarewave.com.au or contact your Loomium administrator.