The full list of HubSpot–Salesforce sync triggers you need to know
See exactly what triggers HubSpot–Salesforce syncs.
Most teams assume the connector just “works” in the background. Data flows every 15 minutes, and that’s the end of it.
In reality, the HubSpot-Salesforce integration follows a strict set of triggers; some are automatic and some conditional. If you don’t know them, you’ll have a hard time maintaining control of the data that lives inside your CRM.
This guide lays out exactly what fires a sync, why some contacts don’t sync, and how to troubleshoot when things break.
The sync interval (when)
By default, HubSpot and Salesforce check in with each other every 15 minutes.
During each cycle, the integration looks for new or updated data across mapped objects and pushes changes to keep systems aligned.
But that’s not the whole story. There are plenty of events that trigger an immediate sync outside the 15-minute window.
Those events matter if you’re tracking speed to lead, troubleshooting a sync error, or simply trying to understand why something updated instantly while other changes take longer.
Automatic sync triggers
The following actions can fire a sync right away, assuming sync is enabled for that activity and your field mapping rules allow it:
✅ Form submission by a contact
✅ Marketing email is sent/opened/clicked (if activity sync is enabled)
✅ Sales email is sent/opened/clicked (if activity sync is enabled)
✅Meeting scheduled with a contact (if activity sync is enabled)
✅Call made to a contact (if activity sync is enabled)
✅Note created on a contact record (if activity sync is enabled)
✅ Sales document viewed by a contact (if activity sync is enabled)
✅ Task created on a contact record (if activity sync is enabled)
✅Contact/company/deal property updated in HubSpot (subject to field mapping rules)
✅Lead/contact/account/opportunity updated in Salesforce (unless it’s a Salesforce formula field)
✅ New Salesforce lead or contact created (subject to integration settings)
✅ New HubSpot contact created (subject to integration settings)
✅ HubSpot contact added to a Salesforce Inclusion List (new or existing contact)
✅ Contact added to an active Salesforce campaign via a HubSpot form submission (removal does not trigger a sync)
✅Changes to lead/contact ownership in HubSpot or Salesforce
✅ Lifecycle stage transitions (if automatic lifecycle stage transitions are enabled)
Why contacts don’t sync
Knowing the triggers is only half the battle. Some contacts simply won’t sync, even when you think they should.
The most common reasons:
❎No email address on the record
❎Contact doesn’t meet criteria for your Salesforce Inclusion List
❎Contact fails a Salesforce validation rule
❎ Required Salesforce fields are missing values
❎Contact flagged as a duplicate
When this happens, HubSpot communicates this to you.
On the contact record, check the Salesforce Sync card. Errors are listed there with a link to “View error detail,” which explains what blocked the sync.
Troubleshooting sync issues
If a contact meets the sync criteria but still won’t push through, permissions are the first thing to review.
Here’s a checklist:
- Integration User visibility: Can the integration user see the missing records in Salesforce? If not, update permissions.
- Role hierarchy: Is the integration user high enough in the hierarchy to view the necessary data?
- Sharing rules: Are your objects (e.g., Leads, Contacts, Accounts) set to “Public,” or does the integration user need “Modify All Data” to function?
- Permission sets: Has the integration user been assigned the HubSpot Integration Permission set?
If none of the above resolve the issue, that’s usually the signal to escalate, either to your internal admin team or to a partner who can audit the setup.
We have a detailed guide flagging the 9 most common HubSpot-Salesforce sync errors you should be aware of.
Deal with sync errors ASAP
Sync issues topple trust in your CRM.
If sales doesn’t see the right leads at the right time, confidence in the system erodes.
If marketing can’t show pipeline impact, budgets get cut.
And if operations can’t explain why records don’t match, you end up firefighting instead of building.
Knowing the blockers gives you control and turns a black box into a reliable system you can defend at the board table.
Keep building the foundation
If you want to be proactive, don’t stop at triggers.
This is especially important for companies under pressure to prove marketing contribution and sales ops effectiveness.
At RevBlack we work with high-growth teams that need confidence in their integration. We design sync rules that keep the noise out, get the right signals in, and ensure your reporting stands up under scrutiny.
If this sums up your position, book a Tech Stack audit. It’s free!
