Understanding sync settings
HubSpot sync settings in Aloware define how contact data moves between Aloware and HubSpot. Instead of treating both systems as separate databases, sync settings allow them to work together by controlling how contacts are created, updated, and maintained.
At the core of this setup is maintaining consistent contact data across both systems while avoiding duplicates.
Before configuring sync behavior, property mapping must be properly set up to ensure that both systems correctly interpret the data being exchanged.
Before syncing begins: Settings up your data structure
Before contact data can be reliably shared between Aloware and HubSpot, property mapping must be configured.
To ensure successful syncing:
Match property types between Aloware and HubSpot (for example, text, number, date fields)
Ensure datetime fields use compatible formats across both systems
Configure required fields in the Contact Property Mapping tab
Confirm that custom fields exist in both Aloware and HubSpot before syncing
Without proper mapping, sync operations may not complete as expected or may result in incomplete data transfer.
How contact sync begins
Sync behavior is based on contact creation and contact updates. These determine how data is shared between Aloware and HubSpot according to the configured sync rules.
Contact creation
When a new contact is created, Aloware determines whether it should be shared with HubSpot.
Bi-directional sync (↔) - contacts created in Aloware are pushed to HubSpot, and contacts created in HubSpot are created in Aloware.
Inbound sync (←) - contacts created in Aloware are not sent to HubSpot, but HubSpot-created contacts are created in Aloware.
Recommended approach: Both systems can update contact information (↔ bidirectional), but as a best practice, Aloware should not create new contacts in HubSpot (use Inbound ←) to prevent accidental data duplication.
Contact update
When existing contact information changes, you can determine how updates are handled:
Bi-directional sync (↔) - contact updates from Aloware are reflected in HubSpot, and contact updates from HubSpot are reflected in Aloware.
Inbound sync (←) - contact updates in Aloware will not be sent to HubSpot, but HubSpot contact updates will be reflected in Aloware.
Recommended approach: Both systems can update contact information (↔ bidirectional), ensuring changes are synced accurately without overwriting critical data.
How to configure sync settings
Once you understand how contact creation and updates behave, the next step is configuring sync inside Aloware. This is where you define how HubSpot and Aloware will exchange contact data in practice.
To adjust contact creation settings:
Go to your Aloware admin account.
Under Integrations, select HubSpot Settings.
Select Sync and customize creation settings as needed (e.g., enabling contact creation from missed calls in Aloware).
Connecting sync rules with property mapping
After defining sync behavior, the next step is making sure both systems understand each other’s data.
Sync rules alone are not enough. Even if contact creation and updates are enabled, data will not transfer correctly unless fields are properly mapped between Aloware and HubSpot. This is handled in the Contact Property Mapping tab.
In the Contact Property Mapping tab, you:
Map HubSpot and Aloware fields so data is correctly assigned
Ensure field types match (text, number, date, etc.)
Configure custom fields that need to be included in sync
Include key properties such as lead status to maintain consistent contact context
When mapping is correctly configured, updates in either system will follow the sync rules defined in the Sync tab.
Recommended configuration
The default setup allows bi-directional contact creation, meaning both Aloware and HubSpot can create new contacts depending on how sync rules are configured.
In most cases, teams refine this setup to avoid duplicate records in HubSpot while still keeping both systems updated.
A commonly recommended configuration is:
Contact creation: Inbound sync (←) to prevent duplicate contacts in HubSpot
Contact updates: Bi-directional sync (↔) to keep contact information consistent across both systems
Property mapping: Fully configured and validated in both Aloware and HubSpot
This setup ensures that contacts are created in a controlled way while still allowing updates to flow freely between systems.
One-time operations (Push and Pull)
One-time pulls or pushes should not be regular practices. These operations are designed for initial setup or troubleshooting scenarios. Each button displays the latest update information (e.g., "Last push contact: Jul 10, 2024, 6:38 PM PDT").
Contacts management
To ensure that Aloware remains in sync with HubSpot, there may be instances where a one-time data pull or push is necessary.
Push contacts - this operation sends Aloware contacts to HubSpot, updating the contacts in HubSpot based on Aloware data.
Pull contacts - this operation imports HubSpot contacts into Aloware. Note that this action incurs LRN lookup charges.
If synchronization issues arise during these operations, ensure that the property types match across both platforms and that all mapped fields are correctly configured.
Troubleshooting might also involve rechecking integration settings or consulting Aloware support for further assistance.
Additional troubleshooting tips include:
Verify bidirectional settings for all mapped fields to prevent incomplete syncs.
Test custom field mappings by making controlled updates in either system.
Consult the Contact Property Mapping section regularly to ensure mappings are correctly aligned.
Data synchronization
Pull lead statuses - Lead statuses from HubSpot are pulled into Aloware and used as contact disposition statuses.
These statuses help standardize how contacts are categorized based on HubSpot’s lead lifecycle stages.
You can find the synced lead statuses or contact dispositions in Aloware under Account menu > Contact dispositions.
Pull call outcomes - HubSpot call outcomes are pulled into Aloware and converted into call disposition statuses.
These dispositions are then used when logging or updating call results inside Aloware, ensuring alignment with HubSpot reporting.
You can find the synced call outcomes or call dispositions in Aloware under Account Menu > Call Dispositions.
When the HubSpot integration is enabled, only call and contact dispositions that are synced from HubSpot will be displayed within the application. This ensures that users only interact with relevant data associated with their HubSpot account.
Pull activity types - HubSpot call and meeting activity types are pulled into Aloware and made available in the Talk Dialer.
These activity types are used after a call ends to categorize interactions using HubSpot-defined labels.
For more information on this feature, refer to our detailed documentation: HubSpot call and meeting types in Aloware.
Call and meeting types in HubSpot
HubSpot activity types pulled to Aloware
Pull deals - retrieves HubSpot deals into Aloware, including basic deal information (amount, pipeline and stage). This allows you to manage your contacts in Aloware based on the deal owners identified in the IVR system.
Deals Information in the integration card
IVR Settings > Route to HubSpot Deal Owner