The User Mapping tab in your Aloware-HubSpot integration settings is where you manage the connection between Aloware users and HubSpot owners. Correct user mapping is essential for ensuring that activities like calls and SMS messages logged by Aloware are accurately attributed to the correct owners in HubSpot.
How to review user synchronization overview
This section displays the synchronization statistics between Aloware and HubSpot. If recent updates made in either HubSpot or Aloware are not yet reflected here, use the refresh option (click here link) within this area to update the displayed statistics.
Important considerations before you begin
Impact of unsynced users
It is crucial to understand that if an Aloware user is not correctly mapped to a HubSpot owner, their call and SMS activities will not be reflected under the intended owner in HubSpot. Activities might be unassigned or assigned to a default HubSpot user.
Email addresses are key
User mapping primarily relies on matching email addresses between Aloware users and HubSpot owners. Ensure these are consistent for successful synchronization.
How to understand and view user sync status
This section covers how to check the current status of user synchronization and identify users who are mapped or require attention.
How to view the list of synchronized (mapped) users
The main section displays a list of users currently synchronized between Aloware and HubSpot.
As you review this list, each entry presents key details: the user's first name, last name, their unique Aloware ID and HubSpot ID, and their email address.
To check an individual's current synchronization state, locate the Integration Status Column. This column will indicate if a user's status is "Synced," if there is an "Error," or if other specific integration details apply to their HubSpot connection.
To find a particular user within this list, utilize the search bar by entering their name, email, or ID. If the list contains many synchronized users, use the pagination controls at the bottom to navigate smoothly through the different pages of entries.
How to identify email conflicts or changes in synced users
Aloware highlights discrepancies within the synchronized list. For instance, if an email address associated with a previously synced user ID changes in either Aloware or HubSpot, this can cause a conflict.
Status icon next to user entries indicate such conflicts. These flags help you identify mappings that may need attention.
Example of an email conflict or sync issue flagged in the user list
How to view unmapped Aloware users
To see Aloware users who have not yet been successfully linked or synchronized with a HubSpot owner, click for the view unsynced Aloware users label.
This list helps you identify Aloware users whose activities might not be properly logging to HubSpot due to a lack of a corresponding HubSpot owner mapping. It may also show Aloware users with details (like mismatched emails) preventing a sync.
If there are still unsynced Aloware users, you click on the unsynced Aloware user name to redirect you to their user profile page within Aloware where you can review and correct their details (e.g., ensure their email matches a HubSpot owner)
How to view unmapped HubSpot users
Similarly, you can view HubSpot owners who are not currently linked or synchronized with an Aloware user. Click the view unsynced HubSpot users.
This helps identify HubSpot owners who may need to be associated with an Aloware user account if they are expected to have Aloware activities logged under their name.
How to manage user synchronization and resolve errors
The primary tool for managing synchronization and fixing mapping issues is the Sync Users button, though you may also see options to address individual errors.
How to understand sync errors
To understand any synchronization issues, check the sync error information displayed within this tab. You will typically find a total count of current errors and can also view specific details for each individual error listed.
Recognizing common error types
Be aware of common issues that can trigger these errors. Frequently, you might encounter errors indicating that a:
User was not found in either Aloware or HubSpot.
User account has been suspended or deactivated in either Aloware or HubSpot.
For instance, if a HubSpot owner who was previously linked to an Aloware user is subsequently deactivated in HubSpot, the User Mapping tab in Aloware will flag this situation, reflecting it as an invalid mapping error. This helps you quickly identify that the connection is no longer valid due to the change in the HubSpot owner's status.
Example of sync error details, possibly showing a "Fix Issue" option next to an error)
How to initiate a user sync and fix issues (using the Sync Users button)
To perform a comprehensive synchronization and address mapping problems, the primary tool you'll use is the "Sync Users" button located on this tab.
What happens when you click sync users?
Clicking the Sync Users button initiates an automated process that performs several key actions to align your Aloware and HubSpot users:
Pulls HubSpot owners - Aloware first identifies HubSpot owners by their email addresses. For any HubSpot owners not yet synchronized, Aloware attempts to map them to existing Aloware users who have the same email address.
This Aloware process matches existing users; it does not create new user accounts in Aloware.
Resolves mapping issues
Next, Aloware automatically attempts to correct any existing synchronization errors it finds between already mapped users.
Cleans up invalid mappings
Finally, the Aloware sync process will automatically remove user mappings if certain conditions are met, ensuring your mapped list stays accurate. Mappings are removed if:
The Aloware user has been deleted.
The Aloware user's account is inactive or suspended.
The Aloware user account is configured as an extension or a call destination, rather than a full user.
The corresponding HubSpot Owner no longer exists or has been deactivated in HubSpot.
The HubSpot Owner's email address has changed and no longer matches the email of the linked Aloware user.
How to understand user sync notifications
After a sync process is initiated (typically via the Sync Users button), an email notification is usually sent to the admin. This email provides a report on the sync status, including any successful mappings, errors encountered, or changes made.
