Check if your HubSpot environment is ready to connect

To check if your HubSpot environment is ready to connect with Spotler Connect, verify that the required Sync to Spotler property is available and correctly configured in HubSpot, and review how the HubSpot connector uses your HubSpot API rate limits for syncing contacts, lists, and digital activities through Settings > Data Management > Properties.

Before you connect HubSpot to Spotler Connect, confirm the property setup and decide which data should be synchronized. The number of contacts in your database, the number of lists you sync, and the amount of digital activity you send to HubSpot can all affect your API usage.

On this page, the following topics are covered:

• What should you consider before connecting HubSpot to Spotler Connect?
• How do HubSpot API rate limits affect the connection?
• How does the HubSpot connector help reduce API usage?
• How do you check the Sync to Spotler property in HubSpot?
• What result should you expect?
• FAQ

What should you consider before connecting HubSpot to Spotler Connect?

When you connect Spotler products to HubSpot, the data exchanged between both systems uses your HubSpot API rate limits. This includes synced contacts, synced lists, and digital activities written back to HubSpot.

Before starting the connection, define which data is necessary for your use case. This helps reduce unnecessary synchronization and supports a stable setup.

• Review how many contacts are stored in HubSpot.
• Decide which lists need to be synchronized.
• Decide which digital activities need to be sent to HubSpot.
• Prioritize the most important data if you want to reduce API usage.

For example, you may choose to sync only selected engagement data instead of sending every available activity type.

How do HubSpot API rate limits affect the connection?

The HubSpot connector uses HubSpot API requests to retrieve and update data. API usage can increase more quickly when you work with a larger contact database, synchronize more lists, or send more digital activities from Spotler products into HubSpot.

Examples of digital activities can include engagement events such as clicks. Depending on your setup, it may be useful to limit lower-priority activity types so that the available API capacity is used for the data that matters most.

If you are unsure which data should be prioritized, contact your usual Spotler contact so your setup can be reviewed and aligned with your synchronization goals.

How does the HubSpot connector help reduce API usage?

The HubSpot connector uses more efficient methods to reduce the number of API requests needed for syncing data with HubSpot.

How are contacts retrieved more efficiently?

Contact retrieval uses batch APIs. For up to 100 contacts, the connector uses one search request, one batch associations request for linked companies, and one batch subscriptions request for communication preferences.

This reduces the number of API requests for that process from 201 to 3.

How is organisation data retrieved more efficiently?

Organisation retrieval uses HubSpot search and batch company endpoints more efficiently. The connector uses enriched search results directly where possible and falls back to batch company reads only when needed. This reduces redundant API calls.

How are activities created more efficiently?

Activity creation in HubSpot sends event and timeline activities in batches instead of one request at a time. This reduces the number of API requests needed to log engagement data.

Can the connector be optimized further?

To help reduce the risk of rate limiting, review which contacts, lists, and digital activities are most important for your setup and limit unnecessary synchronization where possible.

How do you check the Sync to Spotler property in HubSpot?

Use the steps below to verify that the required property is present and configured correctly in your HubSpot environment.

Step 1: Open the HubSpot property settings

1. In HubSpot, go to Settings.
2. In the side menu, open Data Management.
3. Select Properties.

Step 2: Select the correct object type

1. Find the Select an object dropdown.
2. Select Segment (List) properties.

Step 3: Check whether the property exists

1. Search for Spotler.
2. Check whether the Sync To Spotler property has been created.
3. Open the property to review its configuration.

Check whether the property details are set correctly.

Step 4: Check the field type

1. Open the Field type section for the property.
2. Confirm that the field type is set to Single checkbox.

Step 5: Check the property preview

1. Review the property preview.
2. Confirm that the Sync to Spotler field appears as a Yes or No selection.

Step 6: Check if the property has been added to the form

1. Go to Settings > Objects > Segments (you probably need Admin permission)

   

2. Click Customize the “Create segment” form.

   

3. Check if the "Sync to Spotler" property is part of the Segment form.

   

4. If not, click Add properties select your custom property and save.

5. 

Step 7: Check the property in a segment record

1. Open one of your segments or lists.
2. Go to the Details section.
3. Confirm that the Sync to Spotler property is available there.

What result should you expect?

If your HubSpot environment is ready, the Sync to Spotler property is available, correctly configured as a Single checkbox, and visible in your segment or list details. You should also have a clear synchronization plan that matches your HubSpot API capacity and prioritizes the most important data exchanges.

FAQ

Does the HubSpot connector use HubSpot API limits?

Yes. Data exchanged between Spotler products and HubSpot uses your HubSpot API rate limits.

Which setup choices can increase API usage?

A larger number of contacts, more synced lists, and more digital activities sent to HubSpot can all increase API usage.

How does the connector reduce the number of API calls?

The connector uses batch processing for contact retrieval and activity creation, and it retrieves organisation data more efficiently to reduce unnecessary API requests.

What should you do if you are unsure what to sync?

Review which contacts, lists, and activity types are most important for your use case, and ask your usual Spotler contact for guidance if you need help prioritizing data.