> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.
# HubSpot Contact Sync — User Guide
> How HubSpot contacts flow into Encore: what syncs, how duplicates are prevented, where reviews land, and what the sync health panel tells you.
# HubSpot Contact Sync — User Guide
When your organization connects its HubSpot portal, contact changes made in
HubSpot flow into Encore automatically — usually within seconds via webhooks,
and at worst within the polling interval (15 minutes by default) if webhook
delivery hiccups. The sync is **inbound only**: Encore reads from HubSpot and
never writes contact data back (outbound sync arrives with a later release
that requires a HubSpot Business Associate Agreement).
## What syncs
Only the fields your administrator has mapped (by default: name, email,
phones, address, and lifecycle stage → lead source details). Unmapped HubSpot
properties are ignored. No clinical or health information is part of the
default mappings.
## Duplicates are prevented, not created
Every incoming HubSpot contact goes through the same matching engine that
guards manual entry and CSV imports (see the
[duplicate contacts guide](/ce/ce-74-user-guide)):
* **Already linked** — the change updates the linked Encore contact.
* **Deterministic match** (same email or phone) — the HubSpot record is
linked to the existing contact automatically.
* **Probable match** — the pair is parked in the **duplicate review queue**
for a human decision. Nothing merges automatically.
* **No match** — a new Encore contact is created and linked.
HubSpot-side merges follow the survivor; if a merge would collapse two
*different* Encore contacts, that pair also goes to the review queue.
## Reviewing sync matches
Open **Community Engagement → Contacts → Duplicate Review** and use the
**sync** source chip to see pairs raised by HubSpot sync (**backfill** shows
pairs from the one-time import). For pairs where the HubSpot record isn't an
Encore contact yet, **Compare** shows the incoming HubSpot values side by
side with the existing contact so you can decide with full context.
## The sync health panel
On the integration settings page (**Settings → Integrations → HubSpot**) the
**Sync health** card shows:
* **Last webhook received / Last polled** — when Encore last heard from
HubSpot through each channel.
* **Dead-lettered events** — changes that failed repeatedly and need
attention. Each row shows the HubSpot record and the error; a user with the
manage permission can **Retry** (run it through the pipeline again) or
**Discard** it.
If the connection banner says **Needs re-authorization**, HubSpot rejected
the stored credentials — sync is paused (nothing is lost) until an
administrator reconnects.
## The onboarding backfill
The first-time import of your whole HubSpot contact book runs through the
**backfill wizard** (administrators only — see the
[admin guide](/ce/ce-75-admin-guide)).
Its dry run reports what would happen before anything is written.
