Understanding contact property mapping settings
Contact property mapping in Aloware controls how contact data flows between Aloware and HubSpot, allowing you to connect any HubSpot contact property (default or custom) to corresponding Aloware fields. This system determines what data gets synchronized, in which direction, and under what conditions the sync occurs, ensuring data consistency and automated synchronization across your platforms.
Accessing and understanding the interface
The mapping interface is in your Aloware admin panel and provides visual indicators to help you understand the status and capabilities of each field mapping: 🔒 for locked mappings, 🚫 for fields already mapped, and 🗑️ for removable mappings.
Core mapping principles
Unlike basic integrations, Aloware-HubSpot property mapping follows specific rules and behaviors that are important to understand:
Best practice: HubSpot as source of truth
For optimal data consistency, HubSpot should serve as your primary data repository. This means:
Most data flows from HubSpot into Aloware
Changes in HubSpot automatically update Aloware
Your team maintains consistent data across platforms
Reduces data conflicts and synchronization issues
Three (3) types of field mapping categories
Default locked fields - these are essential, permanent mappings that form the backbone of the integration:
Include core contact properties like email and phone
Cannot be modified or removed
Automatically sync based on preset rules
Marked with a 🔒 in the interface
Default open fields - pre-configured mappings that offer flexibility:
Can be modified or removed as needed
Include properties like Last Call Dispositions
Allow customization of sync direction
Support your specific workflow needs
Custom fields - user-defined connections between systems:
User-created mappings
Connect custom properties between systems
Maximum flexibility in configuration
Configuring your contact property mappings
After understanding the basic principles, your property mapping configuration involves several key components that maintain data consistency between Aloware and HubSpot. Each component serves a specific function in ensuring proper data flow between systems.
Default field mappings
These are often automatically established and adhere to the best practice of HubSpot serving as the primary source of data, meaning Aloware primarily reads this information. Verify these mappings are present. Modifications are typically not allowed or recommended.
Special field types
Contact disposition status
A contact disposition (in Aloware) or lead status (in HubSpot) refers to the status or outcome associated with a contact in Aloware or HubSpot. This could indicate different stages of engagement or interaction, such as New Lead, In progress, or Contacted.
The sync behavior for this mapping is fixed and one-directional:
HubSpot → Aloware ONLY (Contact Disposition Status ← Lead Status)
If you change the lead status in HubSpot, the change will automatically update the Contact Disposition Status in Aloware.
If you change the contact disposition status in Aloware, the change will not update the Lead status in HubSpot.
What your agents see in Aloware Talk
In Aloware Talk, your agents will only see Lead Statuses that are available and synced from your HubSpot account. These options are marked with a 🔐 icon to indicate their HubSpot origin.
If you ever disconnect and reconnect the HubSpot integration, this mapping automatically resets to HubSpot → Aloware, which is its permanent fixed direction.
Contact ownership mapping
Contact ownership mapping determines which user is assigned as the owner of a contact in both systems. This mapping requires configuration of both field selection and sync direction.
For field selection, you can map Aloware's contact owner field to either:
HubSpot's standard contact owner field
A custom text field you've created in HubSpot
The sync direction offers three (3) configurations:
Bi-directional sync: Contact owner (Aloware) ↔︎ Contact owner (HubSpot)
Changes in either system update the other automatically.
Aloware to HubSpot: Contact owner (Aloware) → Contact owner (HubSpot)
Only Aloware changes update HubSpot. HubSpot changes won't affect Aloware, even with integration card sync.
HubSpot to Aloware: Contact owner (Aloware) ← Contact owner (HubSpot)
Only HubSpot changes update Aloware. This is the default if the integration is reset.
Mapping Aloware's contact owner to a HubSpot custom field
When using a custom HubSpot field for contact owner mapping, updates require manual synchronization. Users must click the Sync with HubSpot button on the contact's integration card in Aloware to reflect HubSpot changes.
User list for contact owner selection
When setting up contact owner mapping in Aloware, the dropdown list of users available for selection will only show users who are properly synced between Aloware and HubSpot. Users not synced with the CRM will not appear in this list.
Mapping modification rules
The contact owner mapping cannot be deleted, though you can modify its field connection and sync direction. When selecting contact owners in Aloware, only users properly synced between both systems will appear as options.
Red indicates locked (non-editable), green indicates unlocked (editable)
Other fixed mappings (Aloware → HubSpot)
These mappings send specific pieces of information from Aloware to custom fields you create in HubSpot. The direction is Aloware → HubSpot ONLY.
Line type (Aloware) | Last inbound call time |
Last inbound text message date | Last outbound call time |
Last outbound text message date | Last inbound message time |
Last inbound text message | Last outbound message time |
Last outbound text message | Last call disposition |
Total inbound text messages | Last inbound call disposition |
Total outbound text messages | Last outbound call disposition |
Last inbound call date | Last inbound and outbound engagement |
Last outbound call date | Last inbound engagement |
Total inbound calls | Last outbound engagement |
Total outbound calls |
|
One-way mappings (HubSpot → Aloware)
These sample mappings demonstrate how HubSpot data can be sent to Aloware. These mappings are one-directional (HubSpot to Aloware only).
Company domain | Lead response time |
Last sequence ended date | First date created |
Record ID | Last activity date |
Next activity date | Time last seen |
Last activity date | Time of last session |
Number of times contacted | First marketing email click date |
Number of sales activities | Unsubscribed from all email |
Synchronizing call disposition options from HubSpot
To ensure consistency in call logging, Aloware dynamically displays the list of call dispositions (e.g., "Left voicemail," "Connected," "No Answer") that are defined and managed within your HubSpot account.
What agents see in Aloware Talk
When logging a call, the disposition options available for selection by agents in Aloware are directly sourced from HubSpot. These options are often marked with a 🔐 (lock icon) to indicate they are synced from HubSpot, ensuring standardized terminology across platforms.
