A complete map of what goes from Nuvia to HubSpot, what comes in from HubSpot to Nuvia, what triggers each send, and how long the data takes to appear on the other side.
Available on: Platform > Integrations > HubSpot
Who can do it: Admin
What goes out and what comes in
| Object | Nuvia → HubSpot | HubSpot → Nuvia |
|---|---|---|
| Contact | Creates or links the contact and saves the mapped fields | Creates or updates the contact in Nuvia with the mapped fields |
| Deal | Creates the deal and moves its stage according to the pipeline mapping | Moves the linked conversation, when the stage is set as bidirectional |
| Lead | Creates the lead and saves the stage label | Links the lead to the open conversation and moves the stage, when set as bidirectional |
| Company | Not created or changed by Nuvia | Enriches the Nuvia company record by domain |
| Conversation transcript | Sent as a communication record to the contact and/or the deal, when the conversation is closed or automatically (about 1 hour after the last message) | Not applicable |
| Owner | Saved when an agent is assigned manually in Nuvia | Updates the agent of the open conversation, according to the user mapping |
The two sync triggers
Nuvia has two independent mechanisms, configured in different tabs, that do not replace each other.
|
By field |
By funnel stage | |
| Where to configure | Fields tab | Funnels tab |
| What triggers it | A mapped field changes on the contact or the conversation | The conversation changes stage in the funnel |
| What happens | The mapped properties are saved on the contact, the deal, and the lead | Contact, deal, and lead are created or linked, and the deal stage is updated |
| Does it depend on the other? | No | No |
In other words: mapping a field does not move any stage, and mapping a stage does not sync any field. If you want both, you need to configure both tabs.
How long the data takes to arrive
There is no scheduled interval or hourly sync. Everything is triggered by events, at the moment they happen.
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HubSpot → Nuvia: HubSpot notifies Nuvia as soon as the record changes.
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Nuvia → HubSpot: the send happens as soon as the change is made.
There is no initial load when you connect
Connecting the account does not import the existing data in HubSpot. From the moment you connect, Nuvia only syncs what changes from then on.
To bring in contacts that are already in HubSpot, use list import: in the integration, go to Lists, find the list you want, and click Import members.
The same applies in the opposite direction: an older Nuvia contact is only sent to HubSpot when it changes or when its conversation moves to a mapped stage.
Nuvia does not send back to HubSpot what came from there
When a stage change comes from HubSpot and moves the conversation in Nuvia, Nuvia does not send that same change back. This prevents an echo effect between the two systems.
Rules that protect your HubSpot pipeline
When moving a deal, Nuvia checks its current status before writing:
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A deal that is already closed (won or lost) in HubSpot is not moved.
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A stage before the current one is not applied; the deal does not move backward.
In both cases the deal stays as it is and the event is recorded in the History, without an error. These safeguards apply only to deals. Contact stages (Lifecycle Stage and Lead Status) and lead stages are written directly, even if they represent a step back.
The check depends on Nuvia being able to read the pipeline in HubSpot. If the read fails, or if the deal's current stage is not found in the pipeline, Nuvia writes anyway; the safeguard does not block as a precaution.
Conversation transcript
In the Advanced tab, the Send conversation transcript to HubSpot toggle logs Nuvia conversations in the HubSpot activity timeline as a communication record. The toggle is off by default. When you turn it on, you choose where the transcript goes and when.
Where:
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Contact: the transcript goes on the contact's timeline.
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Deal: the transcript goes on the timeline of the deal linked to the conversation. If the conversation has no linked deal, nothing is sent to the deal.
You can select both destinations at the same time, and each has its own sending rule. The last selected destination cannot be unselected: to stop sending, turn off the toggle.
When (per destination):
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When the conversation is closed: the full transcript is sent once, when the conversation is closed.
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Automatic: Nuvia sends the conversation in chunks, about 1 hour after the last message, and at least once a day if the conversation keeps going. This is useful when conversations take a long time to be closed. When the conversation is closed, whatever was still pending is sent right away.
When you turn on the toggle for the first time, Nuvia already selects Contact with When the conversation is closed, which is the previous behavior. Anyone who already used the transcript keeps that same behavior.
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It applies to WhatsApp and LinkedIn conversations. Conversations from other channels are not sent.
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Very long transcripts are split into sequential parts in HubSpot.
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In Automatic mode, when a chunk spans more than one day, the first message of each day shows the date and time (for example, 30/09 09:21). That way you do not mix up messages from different days.