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HubSpot Troubleshooting Guide

A comprehensive, practical guide to answer common HubSpot “how do I…?” and troubleshooting questions—designed to rank for the exact queries below. It includes step-by-step instructions, pro tips, common pitfalls, internal anchors, and screenshot placeholders. For deeper how‑to details while you maintain this guide, cross-check with the HubSpot Help Center and official troubleshooting hubs. If something seems “off” or down globally, always check the HubSpot Status page first.

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  • Need official, step-by-step instructions? Start at the HubSpot Help Center and Knowledge Base.
  • Diagnosing content/page/email issues? See HubSpot’s content troubleshooting hub.
  • Suspect an outage or degraded performance? Check HubSpot Status.
  • Chrome/Gmail logging and tracking not working? Use the Sales Chrome extension troubleshooting guide .
  • Imports failing? Review import error troubleshooting.

Where to find your HubSpot agreement

  • Steps:
    • Click Settings (gear icon) in the top nav.
    • Go to Account & Billing.
    • Review tabs such as Subscriptions/Plans, Transactions, Invoices, and Order Form/Agreements.
    • If you can’t access, ask a Super Admin or Billing Admin to download a copy for you.
  • Troubleshooting:
    • Don’t see the tab? Confirm your permission set with an Admin.
    • Still can’t find it? Contact HubSpot Support from the Help widget or Help Center.
  • Pro tip: Add your renewal date to a shared calendar and store the latest signed Quote/Order Form in your company drive.
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Can you pull in HubSpot standard objects in automated email?

  • Short answer: Yes. Use personalization tokens to pull properties from Contacts, Companies, Deals, and Tickets. In some tiers you can also use custom object tokens.
  • How to:
    • In the email editor, click Personalize and insert tokens for the enrolled object and (where supported) associated objects.
    • In a contact-based workflow, associated object tokens resolve from the contact’s primary associations at send time.
    • Always preview as a specific record to validate tokens and fallback text.
  • Pitfalls:
    • Tokens won’t populate without a valid association.
    • With multiple associations, ensure “primary” or association labels are set; otherwise tokens may resolve unpredictably.
  • Troubleshooting:
    • Test with real contacts and real associated records.
    • If tokens still fail, review content troubleshooting guidance.

How much does HubSpot cost?

  • HubSpot offers Free tools and paid tiers (Starter, Professional, Enterprise) across hubs (Marketing, Sales, Service, CMS, Operations, Commerce). Pricing varies by seats, marketing contacts, add-ons, and region.
  • Guidance:
    • Use the official Pricing page calculator (for current tiers and limits) and request a quote from Sales for accurate discounts and bundles. For general contact routes, see Contact HubSpot.
    • Confirm seat types (paid vs. core/limited use), marketing contacts volume, and add-ons (e.g., transactional email, business units).
  • Pro tip: Build “good-better-best” bundles in your guide (e.g., Marketing Pro + Sales Enterprise for ABM).

If you need help navigating plan features, the Help Center is a reliable reference.

What is the purpose of the Deals tool in HubSpot?

  • Deals represent revenue opportunities tracked through pipeline stages to closed-won/lost.
  • Use cases:
    • Forecast revenue and velocity.
    • Automate stage actions (tasks, SLAs, notifications).
    • Attach line items (products) and quotes/payments.
  • Best practices:
    • Define objective exit criteria per stage.
    • Add required properties to protect data quality.
    • Keep pipelines simple and mirror your real process.

How can you associate products with companies in HubSpot?

  • By default, products are added as line items to Deals. To relate products to a Company, attach line items to a Deal that’s associated to the Company.
  • Workarounds:
    • Create a custom object (e.g., Subscriptions/Entitlements) and associate it directly to Companies.
    • Use workflows/integrations to roll up line item summaries onto company properties for reporting.

How to change email preference domain setting in HubSpot

  • Goal: Ensure your “Manage preferences” and “Unsubscribe” links use the correct branded domain.
  • Steps:
    • Settings > Website > Domains & URLs: connect your brand domain/subdomain and set the default for Email/Subscription pages.
    • Settings > Marketing > Email > Configuration: choose which domain hosts your subscription pages and customize branding.
    • Send yourself a test marketing email and click Manage preferences/Unsubscribe to verify.
  • Troubleshooting:
    • If pages don’t load, check DNS and content troubleshooting guidance.

Can I use Python in HubSpot?

  • Inside HubSpot, workflow custom code actions and CMS serverless functions use JavaScript/Node—not Python.
  • You can absolutely use Python externally with HubSpot’s APIs via Private App tokens.
  • Example: Create a contact with Python
				
					import os, requests

BASE = "https://api.hubapi.com"
TOKEN = os.getenv("HUBSPOT_PRIVATE_APP_TOKEN")

headers = {
    "Authorization": f"Bearer {TOKEN}",
    "Content-Type": "application/json"
}

payload = {
  "properties": {
    "email": "sarah@example.com",
    "firstname": "Sarah",
    "lastname": "Nguyen",
    "lifecyclestage": "lead"
  }
}

resp = requests.post(f"{BASE}/crm/v3/objects/contacts", json=payload, headers=headers, timeout=30)
resp.raise_for_status()
print(resp.json())
  • Tips:
    • Store tokens in a secrets manager; never hardcode.
    • Use webhooks from HubSpot workflows to trigger your Python service.

For where to get help across docs and troubleshooting, start at the Help Center.

Does Wix connect to HubSpot?

  • Yes. Install the Wix–HubSpot app (Wix App Market or HubSpot App Marketplace).
  • Commonly synced: Contacts and form submissions; you can also add HubSpot tracking and chat.
  • Troubleshooting:
    • Ensure HubSpot tracking code loads on Wix pages.
    • Align cookie consent between Wix and HubSpot to keep analytics accurate.
    • Use content/tracking troubleshooting when engagement metrics look low.

How can you mark a task as complete in HubSpot?

  • From Sales > Tasks: check the box, or open a task and click “Mark complete.”
  • From a CRM record (contact/company/deal): open the task in the right panel and mark complete.
  • In task queues: use the Complete button to log outcomes and auto-advance.
  • If tasks don’t sync or log from email, see Chrome/Outlook extension troubleshooting—Gmail extension guidance here.

How to change email sending domain in HubSpot

  • Steps:
    • Settings > Website > Domains & URLs > Connect domain > Email sending domain.
      HubSpot Troubleshooting Guide

      HubSpot Troubleshooting Guide
    • Add the DKIM CNAME records at your DNS and verify in HubSpot.
    • Align SPF at your root, and add a DMARC policy (recommended) with IT.
  • Troubleshooting:
    • DNS can take time to propagate—recheck later.
    • If deliverability dips, validate content and domain setup via content troubleshooting.

Note: If you saw this query as “how to i change email sending domian,” it’s the same task with a typo.

How to merge contacts in HubSpot

  • Steps:
    • Open the primary contact.
    • Actions > Merge > search/select the duplicate.
    • Confirm Merge.
  • Behavior:
    • The primary remains; the duplicate becomes secondary and is archived behind it.
    • Activities/emails consolidate; primary email address persists.
  • Warnings:
    • Merges are irreversible—export records before bulk changes.
  • Troubleshooting:
    • If duplicates keep reappearing, check import rules and integration sync settings. For import error analysis, see import troubleshooting.

Where do I find the unsubscribed list in HubSpot?

  • Create an Active list:
    • Filter by “Opted out of all email” = True, or by specific subscription statuses.
  • Alternate views:
    • Marketing Email > Analyze shows unsubscribe rates; lists are best for actionable segments.
  • Troubleshooting:
    • If counts seem off, confirm you used the correct subscription-type filters; for broader content/email issues, see troubleshooting.

Where do I locate my quote templates in HubSpot?

  • Steps:
    • Settings > Objects > Quotes > Templates (or “Customize templates,” varies by tier).
    • Edit logos, terms, payment/signature, and product display.
  • Tips:
    • If templates aren’t visible, confirm you have Sales/Commerce features and permissions.

What are snippets in HubSpot?

  • Yes—use the QuickBooks Online integration to sync customers/contacts, products, and invoices.
  • Before syncing:
    • Align currencies/taxes and SKU codes.
    • Decide the source of truth per field to avoid sync loops.
  • Troubleshooting:
    • Reauth the app if sync stalls.
    • Review required fields and mapping conflicts; fall back to import error patterns for payload issues.

How to connect HubSpot to Gmail / add HubSpot to Gmail

  • Steps (Inbox connection):
    • In HubSpot: Settings > General > Email > Connect personal email > choose Gmail.
    • Approve Google OAuth.
    • Send a test email with Log and Track toggles on.
  • Steps (Chrome extension for CRM tools in Gmail):
    • Install the HubSpot Sales Chrome extension.
    • Sign in and pin it.
    • In Gmail, toggle Log/Track per message; use Templates/Sequences/Meetings.
  • Troubleshooting:
    • If emails don’t log/track, follow the Chrome extension troubleshooting guide.

How to merge companies in HubSpot

  • Steps:
    • Open the primary company.
    • Actions > Merge > select duplicate.
    • Confirm.
  • Tips:
    • Validate the company domain, associated deals/contacts, and key properties before merging.
    • Export first; merges cannot be undone.

Does HubSpot integrate with monday.com?

  • Yes—the integration syncs records (contacts/companies/deals) with monday.com boards.
  • Tips:
    • Map Deal Stage to monday.com Status carefully.
    • Set a source of truth and avoid two-way mappings on the same field unless intentional.
  • Troubleshooting:
    • Check authorization scopes and user permissions on both sides if items stop syncing.

Does HubSpot integrate with Salesforce?

  • Yes—HubSpot’s bi-directional Salesforce integration is widely used in Pro/Enterprise deployments.
  • Implementation tips:
    • Align lifecycle and pipeline definitions.
    • Map fields and ownership rules in a sandbox/pilot group first.
  • Troubleshooting:
    • Confirm the integration user’s permissions in Salesforce.
    • Check that HubSpot workflows aren’t immediately overwriting synced values.
    • If you get stuck, jump to Help Center/Support.

How to add a new user to HubSpot

  • Steps:
    • Settings > Users & Teams > Create user.
    • Enter email, assign seat/permissions, send invite.
    • Use Teams for scoped visibility; Permission sets for consistency.
  • Troubleshooting:
    • If the user can’t see records, review team membership and object permissions.

How to change deal stages in HubSpot

  • Steps:
    • Settings > Objects > Deals > Pipelines.
    • Edit stages, order, win probabilities, and required properties.
    • Add stage entry/exit automations if available.
  • Best practices:
    • Make exit criteria objective.
    • Avoid catch-all stages; keep pipeline lean.
  • Troubleshooting:
    • If automations misfire after edits, audit workflow triggers and reenrollment rules. For general workflow/content issues, see troubleshooting.

How to change marketing contact status in HubSpot

  • Single/bulk:
    • From Contacts or Lists: Bulk edit > Set marketing contact status.
    • From a record: Actions > Set as marketing contact.
  • Automation:
    • In workflows, use the “Set marketing contact status” action.
  • Billing note:
    • Marketing contacts affect billing; plan downgrades before the next cycle.

How to export contacts from HubSpot

  • Steps:
    • Contacts table: Export > choose CSV/XLSX and properties.
    • From a List: Lists > select list > Export.
  • Troubleshooting:
    • Missing data? Ensure you selected those properties and that they’re populated.
    • If you’re exporting to re-import elsewhere, review import error handling guidance.

How to integrate Sales Navigator with HubSpot

  • Steps:
    • Install the LinkedIn Sales Navigator integration from the App Marketplace.
    • Enable CRM cards on Contact and Company records.
    • Sign in to LinkedIn within HubSpot.
  • Use:
    • View mutual connections, recommended leads, and send InMail from record sidebars.
  • Troubleshooting:
    • Reauthorize the app if the cards fail to load; confirm per-user LinkedIn permissions.

How to use HubSpot and inbound sales

  • Framework:
    • Attract: SEO + paid retargeting → HubSpot landing pages/forms/chat.
    • Engage: Sequences, snippets, templates, and video; use firmographic enrichment.
    • Convert: Clear exit criteria by Deal Stage; quotes/payments; automated handoffs to CS.
    • Measure: Lifecycle funnel, win rates by source, time-in-stage, velocity.
  • Troubleshooting:
    • If conversion drops, verify forms, emails, and workflows; lean on content/workflow troubleshooting.

How many emails can I send with HubSpot?

  • There’s no single global cap for marketing sends; your practical volume depends on marketing contacts, compliance, and deliverability controls.
  • One-to-one and sequences also inherit Google/Microsoft provider limits and HubSpot safeguards.
  • Best practices:
    • Warm new sending domains.
    • Segment by engagement; enforce sunset policies.
    • Align DKIM/SPF/DMARC.
  • Troubleshooting:
    • If Gmail/Chrome logging/track is flaky, use Chrome extension troubleshooting .
    • For content and deliverability issues, review content troubleshooting.

How to add a lead source in HubSpot

  • Option A (recommended): Use Original source + drill-downs for standardized attribution.
  • Option B: Create a custom single-select “Lead source” property with a controlled picklist (Paid Search, Paid Social, Event, Partner, Referral, etc.).
  • Governance:
    • Don’t overwrite once set (first-touch vs. last-touch); codify update rules.
    • Populate via forms (hidden fields), workflows, or integrations.

How to add HubSpot to Outlook

  • Steps:
    • Install the HubSpot Sales add-in from Microsoft AppSource (works with Outlook desktop and Outlook on the web).
    • In HubSpot, connect your inbox.
    • In Outlook, pin the add-in and sign in; toggle Log/Track.
  • Troubleshooting:
    • If emails don’t log, verify modern auth is enabled and the add-in is active.
    • For Gmail-specific guidance, use the Chrome extension troubleshooting page.

How to find HubSpot API key (Private Apps instead)

  • HubSpot API Keys are deprecated.
  • Use Private Apps:
    • Settings > Integrations > Private Apps > Create private app > scopes > copy token.
  • Security:
    • Store tokens securely, rotate regularly, and use least-privilege scopes.
  • For developer how‑tos and support pathways, start at the Help Center.

Does HubSpot integrate with Microsoft Dynamics?

  • Yes—use the certified connectors (Data Sync by HubSpot or partner integrations) to sync Contacts/Companies/Leads and, optionally, Deals.
  • Tips:
    • Define a source of truth per field.
    • Pilot with a small dataset; confirm ownership, picklists, and required fields.
  • Troubleshooting:
    • Reauth if sync errors occur; review mapping; check import-style error handling for payload issues.
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Frequently asked additional troubleshooting questions

  • Settings > Tracking Code > Install on your site or via GTM; verify it fires on all pages.
  • Use your browser console or a tag assistant; for content/script conflicts, see content troubleshooting.
  • If global analytics drop suddenly, check HubSpot Status.
  • Confirm enrollment triggers and re-enrollment rules.
  • Check property data types/values and object permissions.
  • For general automation/content problems, see troubleshooting.
  • Ensure HubSpot tracking code loads before form submit.
  • Map hidden UTM fields; avoid JS conflicts.
  • Use test submissions; review import guidance if backfilling.
  • Use Manage duplicates (Contacts/Companies) and add workflows to flag probable dupes.
  • Export prior to bulk merges; ensure integrations aren’t re-creating duplicates.
  • Settings > Domains & URLs: connect domains; SSL should auto-provision.
  • Set the default domain for email and subscription pages; see content troubleshooting for edge cases.
  • If a user can’t see records/tools, revisit Users & Teams, team membership, and permission sets.
  • For access roadblocks, reach out via Help/Support.
  • Authenticate (DKIM/SPF/DMARC).
  • Warm IP/domain, segment by engagement, and prune unengaged.
  • Test content; if metrics suddenly tank, check Status and content troubleshooting.
  • Re-auth, ensure inbox is connected, disable conflicting extensions, clear cache.
  • Follow the official Chrome extension troubleshooting steps.
  • Validate headers/properties; include record IDs for updates/merges.
  • Review and correct errors using the import error dashboard.
  • If this guide is for your customers, consider publishing it in a knowledge base to deflect tickets and speed answers.
  • Use clear taxonomies, screenshots, and short videos where useful. For creation tips, see knowledge base how‑tos.
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