Data Sync

Understand how AutoSeq syncs sequences, users, and mailboxes from your HubSpot portal and keeps everything up to date.

What Data Syncs from HubSpot?

AutoSeq syncs three main types of data from your HubSpot portal:

📧 Sequences

All sequences in your HubSpot account

What's synced:

  • • Sequence ID and name
  • • Active/paused status
  • • Created and updated dates
  • • Owner information

What's NOT synced:

  • • Email templates or content
  • • Send schedules or delays
  • • Task details

👥 Users

HubSpot users with Sales Hub Pro and connected email

What's synced:

  • • User ID
  • • First and last name
  • • Email address
  • • Sales Hub Pro status
  • • Active/inactive status

📮 Mailboxes

Connected email inboxes for each user

What's synced:

  • • Email address
  • • Primary vs. additional inbox
  • • Connection status (active/inactive)
  • • Associated user
Good to Know
AutoSeq only syncs metadata needed for enrollment. It never reads email content, contacts, or deals.

How Data Sync Works

Initial Sync (First Connection)

When you first connect HubSpot to AutoSeq:

  1. Click "Connect HubSpot" in AutoSeq
  2. Authorize AutoSeq to access your HubSpot account
  3. AutoSeq immediately starts syncing:
    • All sequences
    • All users with Sales Hub Pro
    • All connected mailboxes
  4. Initial sync takes 10-30 seconds
  5. You'll see a success message when complete
Pro Tip
If you have hundreds of sequences or users, initial sync may take up to 60 seconds. Be patient!

Automatic Sync (Daily)

After initial connection, AutoSeq automatically syncs data every 24 hours:

  • When: Daily at midnight UTC
  • What happens: AutoSeq checks for changes in HubSpot and updates accordingly
  • User action: None required - happens in the background

Why daily? This keeps AutoSeq in sync with HubSpot without overloading the API or slowing down your workflows.

Manual Sync

You can manually trigger a sync anytime:

  1. Log into AutoSeq
  2. Click "Sync Data" button (top right of dashboard)
  3. Wait 10-30 seconds
  4. Data refreshes

When to use manual sync:

  • Created a new sequence and need it available now
  • Added a new user to HubSpot
  • Removed or deactivated a user
  • User connected a new email inbox
  • Changed someone's primary email
  • Not seeing expected data in AutoSeq
Important
Don't spam the "Sync Data" button. Wait at least 30 seconds between syncs to avoid rate limits.

Sync Frequency Explained

Sync Type Frequency User Action
Initial Connection Once (when connecting HubSpot) Click "Connect HubSpot"
Automatic Sync Every 24 hours None (background)
Manual Sync On-demand Click "Sync Data" button
Reconnection Sync Once (after re-authorizing) Disconnect and reconnect HubSpot

What Happens During Sync

Sequence Sync Process

  1. AutoSeq requests list of all sequences from HubSpot API
  2. For each sequence:
    • If NEW → Add to AutoSeq database
    • If EXISTS → Update name, status, modified date
    • If DELETED in HubSpot → Remove from AutoSeq
  3. Sequences become available in workflow action dropdown

User Sync Process

  1. AutoSeq requests list of all users from HubSpot
  2. Filters for users with:
    • Sales Hub Pro license (or higher)
    • Connected email inbox
    • Active status
  3. For each qualifying user:
    • If NEW → Add to AutoSeq
    • If EXISTS → Update name, email, status
    • If NO LONGER QUALIFIES → Remove from AutoSeq

Mailbox Sync Process

  1. For each synced user, AutoSeq checks their connected email inboxes
  2. Identifies:
    • Primary inbox
    • Additional connected inboxes
    • Connection status for each
  3. Updates mailbox list available for rotation strategies and direct assignment
Good to Know
If a user has multiple email addresses connected (e.g., john@company.com and john@subsidiary.com), both will be synced and available for use.

Understanding Sync Status

Successful Sync

When sync completes successfully, you'll see:

  • ✅ Green "Sync Complete" message
  • Count of sequences synced (e.g., "23 sequences")
  • Count of users synced (e.g., "5 users")
  • Count of mailboxes synced (e.g., "8 mailboxes")
  • Timestamp of last sync

Partial Sync

Sometimes sync completes but with warnings:

  • ⚠️ Yellow warning message
  • Example: "Synced 20 sequences, but 2 users have no connected email"
  • Data that could sync did sync
  • Issues flagged for your attention

Failed Sync

If sync fails completely:

  • ❌ Red error message
  • Reason for failure (e.g., "HubSpot authorization expired")
  • Next steps to resolve
Important
If sync fails, your data becomes stale. Resolve the issue as soon as possible to avoid using outdated sequences or mailboxes.

Common Sync Scenarios

Adding a New Sequence

Scenario: You just created a new sequence in HubSpot and want to use it in a workflow.

Steps:

  1. Create and save the sequence in HubSpot
  2. In AutoSeq, click "Sync Data"
  3. Wait 30 seconds
  4. Go to HubSpot workflow editor
  5. Add or edit AutoSeq action
  6. New sequence appears in the "Sequence" dropdown

Timeline: Available within 1 minute

Adding a New User

Scenario: You hired a new sales rep and want their mailbox available for rotations.

Steps:

  1. In HubSpot: Add the user
  2. In HubSpot: Assign Sales Hub Pro license
  3. In HubSpot: Have them connect their email inbox
  4. In AutoSeq: Click "Sync Data"
  5. Wait 30 seconds
  6. New user appears in AutoSeq "Users" list
  7. Their mailbox appears in rotation and mailbox dropdowns

Timeline: Available within 2 minutes after email connection

Removing a User

Scenario: Someone left the company and you need to remove them from rotations.

Steps:

  1. In AutoSeq rotations: Remove their mailbox from all rotation strategies
  2. In HubSpot: Deactivate the user OR remove Sales Hub Pro license
  3. In AutoSeq: Click "Sync Data"
  4. User is removed from AutoSeq list
  5. Their mailbox no longer appears in dropdowns

What happens to existing enrollments:

  • Contacts already enrolled continue in the sequence (in HubSpot)
  • No new contacts will be assigned to that mailbox
  • Analytics data is preserved
Remove from Rotations First
Always remove a user from rotation strategies BEFORE deactivating them in HubSpot. This prevents enrollment errors.

Changing a User's Primary Email

Scenario: A sales rep changed their primary email address in HubSpot.

Steps:

  1. In HubSpot: Update the user's primary email
  2. In AutoSeq: Click "Sync Data"
  3. User's primary mailbox updates
  4. Rotations using their mailbox automatically use the new email

Renaming a Sequence

Scenario: You renamed a sequence in HubSpot for clarity.

Steps:

  1. In HubSpot: Rename the sequence
  2. In AutoSeq: Click "Sync Data" (or wait for daily sync)
  3. Sequence name updates in AutoSeq
  4. In HubSpot workflows: Dropdown shows new name

Important: Workflows using that sequence continue to work. The sequence ID doesn't change, only the name.

Troubleshooting Sync Issues

Sync Stuck or Taking Too Long

Problem: Clicked "Sync Data" but it's been loading for 5+ minutes

Solutions:

  1. Refresh the page and check if data updated
  2. Check HubSpot API status (status.hubspot.com)
  3. Wait 5 minutes and try again
  4. If still stuck, contact support

New Sequence Not Appearing

Problem: Created sequence in HubSpot, synced, but still not showing

Solutions:

  1. Make sure you SAVED the sequence in HubSpot (not just a draft)
  2. Check the sequence exists in HubSpot (Sales → Sequences)
  3. Wait 30 seconds after clicking "Sync Data"
  4. Refresh the HubSpot workflow page
  5. Check workspace ID in workflow matches the workspace you're viewing in AutoSeq

User Not Syncing

Problem: Added user to HubSpot but they're not in AutoSeq

Solutions:

  1. Verify user has Sales Hub Pro license (not just Marketing Hub)
  2. Check they connected their email in HubSpot settings
  3. Make sure email connection is active (not showing errors)
  4. Confirm user is active (not deactivated)
  5. Click "Sync Data" in AutoSeq

Data Seems Outdated

Problem: AutoSeq showing old sequence names or deleted sequences

Solutions:

  1. Check "Last Synced" timestamp in AutoSeq
  2. Click "Sync Data" to force refresh
  3. If last sync was >24 hours ago, automatic sync may have failed
  4. Check HubSpot connection is still active (not expired)

HubSpot Authorization Expired

Problem: Error message "HubSpot authorization expired" when syncing

Solutions:

  1. Go to AutoSeq Settings → HubSpot Integration
  2. Click "Reconnect HubSpot"
  3. Authorize AutoSeq again
  4. Data will automatically sync upon reconnection
Good to Know
HubSpot OAuth tokens expire after 6 months of inactivity. If you see authorization errors, simply reconnect.

Sync Limitations

HubSpot API Rate Limits

HubSpot limits how many API requests can be made:

  • Free/Starter: 100 requests per 10 seconds
  • Professional: 150 requests per 10 seconds
  • Enterprise: 200 requests per 10 seconds

AutoSeq respects these limits. If you have hundreds of sequences or users, sync may take longer to avoid hitting rate limits.

Data Volume Limits

AutoSeq can sync:

  • Unlimited sequences
  • Unlimited users (with Sales Hub Pro)
  • Unlimited mailboxes

However, syncing 500+ sequences or 100+ users may take 1-2 minutes instead of 30 seconds.

Sync Cooldown

To prevent abuse and rate limiting:

  • Manual sync has a 30-second cooldown
  • You can't trigger sync more than once per 30 seconds
  • If you try, you'll see a message: "Sync already in progress"

Best Practices for Data Sync

Sync After Major Changes

Get in the habit of clicking "Sync Data" after:

  • Adding or removing users in HubSpot
  • Creating new sequences you'll use immediately
  • Making bulk changes to sequences or users
  • Before setting up new workflows

Trust Automatic Sync for Routine Updates

For routine changes like:

  • Editing email templates in sequences
  • Updating user names
  • Minor sequence tweaks

Let the automatic daily sync handle it. No need to manually sync unless you need the change immediately.

Verify Critical Changes

After syncing important data:

  1. Check the success message
  2. Verify the new sequence/user appears in AutoSeq
  3. Test in a HubSpot workflow to confirm it's available

Monitor Last Synced Time

  • Check "Last Synced" timestamp weekly
  • If it's been >48 hours, investigate why automatic sync isn't running
  • Manually sync if needed

Sync vs. Real-Time Data

What Syncs (Periodic)

These are synced every 24 hours or on-demand:

  • Sequences list
  • Users list
  • Mailboxes list

What's Real-Time (No Sync Needed)

These happen immediately without sync:

  • Workflow executions: When a workflow runs, AutoSeq enrolls the contact immediately
  • Enrollment status: Success/failure is recorded in real-time
  • Analytics: Execution counts update immediately
Pro Tip
You don't need to sync data for workflows to run. Sync only affects the list of available sequences, users, and mailboxes.