Once your HubSpot integration is connected, you can sync your existing HubSpot contacts automatically into your Sinch MessageMedia account. You can set up contact sync when you first install the integration, enable or modify contacts sync for an existing HubSpot connected, manually trigger contact sync and manage phone number country codes in the Sinch MessageMedia platform - without worrying about duplicate records.
Contact sync
Contact sync is a one-way automatic sync of contact information from HubSpot to the Sinch MessageMedia platform. This means any names, phone numbers, emails and WhatsApp opt-out status in your HubSpot database will be securely imported into your Sinch MessageMedia account - no manual uploads required.
These contacts are clearly marked as "HUBSPOT" in your contact list to easily distinguish them from contacts added via other sources.
Contact sync occurs in real-time and also automatically triggers every 24 hours - this pulls in the latest updates from your HubSpot contacts list, including any changes or new entries and reflects them in your Sinch MessageMedia account.
Inbound and outbound messages sent via Sinch MessageMedia will automatically appear on the relevant contact's timeline in HubSpot keeping your messaging history up to date - making it easier to manage conversations and understand your customer journey at a glance.
Sinch MessageMedia sync history
Sync history is stored for 1 year. To view the sync history in Sinch MessageMedia:
- From the left-side menu, navigate to Contacts and then History.
- Click on the Syncs tab to the details of ongoing and completed syncs.
- To view detailed reports for completed syncs, click the More options (⋮) icon and click See detailed report.
The detailed sync report shows a breakdown of new contacts, updated contacts and invalid contacts.
Set up contact sync during installation
Getting started with contact sync is easy when you first install the Sinch MessageMedia app for HubSpot integration.
- From the HubSpot Integration connection screen, check the box to Sync my contacts from HubSpot to Sinch MessageMedia to enable contact syncing.
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(Optional) If you want to use WhatsApp messaging, check the Sync Contacts for WhatsApp Messaging box to sync these details, allowing you to send WhatsApp campaigns from the Sinch MessageMedia platform. All synced WhatsApp numbers will be considered subscribed to receive WhatsApp messages.
Important: Make sure you have consent from your contacts to send them messages via WhatsApp using the number provided. Learn more about the WhatsApp Business Messaging Policy.
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Click Connect.
- If you've got a large contact database in HubSpot, you can keep the automatic syncing process efficient by only selecting the lists you plan to use for SMS campaigns. This reduces unnecessary data syncing and the need to consistently sync a high volume of data. To do this, select the checkbox next to the contact lists you want to sync with Sinch MessageMedia.
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Click Next.
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To personalise your messaging, map the fields between Sinch MessageMedia and HubSpot. Use the + Map more fields option to add custom fields.
Important: Make sure the field data types match e.g. a Sinch phone field should match to a HubSpot phone number.
- Click Sync contacts to complete the setup.
- You'll get a confirmation screen when your HubSpot account has been successfully connected. Depending on the number of contacts to import, you'll be notified as soon as it's complete by email. Click on Got it! to dismiss the confirmation pop-up.
Enable or modify contact sync for an existing HubSpot connection
If you've already connected the HubSpot portal to the Sinch MessageMedia platform, you can enable contact sync or update your previously selected contact lists at any time. To do this:
- In the Sinch MessageMedia platform, click on Extensions and then Integrations from the left-side navigation bar.
- Find the HubSpot tile and click See details.
- Click on the Contacts tab.
To enable or modify contact sync:
- Check the box to Sync my contacts from HubSpot to Sinch MessageMedia to enable contact syncing.
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(Optional) If you want to use WhatsApp messaging, check the Sync Contacts for WhatsApp Messaging box to sync these details, allowing you to send WhatsApp campaigns from the Sinch MessageMedia platform. All synced WhatsApp numbers will be considered subscribed to receive WhatsApp messages.
Important: Make sure you have consent from your contacts to send them messages via WhatsApp using the number provided. Learn more about the WhatsApp Business Messaging Policy.
- If you've got a large contact database in HubSpot, you can keep the automatic syncing process efficient by only selecting the lists you plan to use for SMS campaigns. This reduces unnecessary data syncing and the need to consistently sync a high volume of data. To do this, select the checkbox next to the contact lists you want to sync with Sinch MessageMedia.
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Click Next.
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To personalise your messaging, map the fields between Sinch MessageMedia and HubSpot. Use the + Map more fields option to add custom fields.
Important: Make sure the field data types match e.g. a Sinch phone field should match to a HubSpot phone number.
- Click Update to complete the setup.
Trigger manual contact sync with HubSpot
By default, contact syncing between HubSpot and the Sinch Engage Hub happens in real-time and also automatically every 24 hours. You may need to manually trigger contact sync if you need those updates sooner e.g. if you've just updated contact details in HubSpot and want to use that information right away for an SMS campaign.
You can view your sync status and trigger a manual sync from:
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New Message screen
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All Contacts and Contact Lists screen
When a manual sync is triggered, you'll receive a notification and email once it's complete.
Note: You can only trigger one manual sync at a time - once you click on Okay, continue with Manual Syncing in the confirmation pop-up, it'll become unavailable until the manual sync has finished.
Contact sync duplicate handling
You can sync contacts from multiple supported integrations without creating duplicate records. This process keeps your contact data consistent, reduces manual cleanup and supports more accurate segmentation for multichannel messaging.
- Contacts with the same phone number will be merged during sync and tagged with a custom Source label in the Sinch MessageMedia platform under contact properties e.g. "HubSpot", "Klaviyo".
- A single contact can belong to multiple source groups to enable better segmentation e.g. Contact A can be part of both "HubSpot A" and "Klaviyo A" groups.
Phone number country code handling
If a phone number in HubSpot doesn't include an international prefix (e.g. +61, +63, +44), the Sinch MessageMedia platform will automatically attempt to assign the correct country code before sending any messages to that number. To do this, it checks two locations in the system - in order of priority:
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Priority 1: The contact's Country/Region field in HubSpot
If the Country/Region field is populated using a valid 2-letter ISO country code (e.g. "AU" for Australia, "NZ" for New Zealand, "US" for United States), this will be used to apply the appropriate country code. Learn more about 2 letter ISO country codes.
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Priority 2: The Default Sending Country in your Sinch MessageMedia profile
If the HubSpot contact doesn't have a country or region set, the Default Sending Country defined in your Sinch MessageMedia user profile will be used.
To avoid message delivery errors, make sure at least one of the following is in place:
- All phone numbers in HubSpot include an international country code
- Each HubSpot contact has a valid Country/Region selected
- Your Sinch MessageMedia user profile has a Default Sending Country set - if you're sending to contacts across multiple countries, this setting alone won't ensure correct delivery