Context

When navigating the HubSpot integration settings in Topo, you may notice a tab related to task syncing and wonder what it does and how it works.

Answer

The Tasks Sync tab in the HubSpot integration settings allows you to sync tasks created in Topo directly to HubSpot CRM. When this option is enabled, any task of a type you have turned on is automatically created in HubSpot as well, including details about the lead, the sequence, and more.

When does a task appear in HubSpot?

Tasks are created in HubSpot based on the following triggers:

• When a lead reaches a call step in a sequence: a call task is automatically created in HubSpot with the status Open.

• When a lead replies to an email or LinkedIn message: a reply task is created in HubSpot to signal that action is required from your team.

• When you create a standalone to-do in Topo: the to-do is pushed to HubSpot, and completing it in either tool keeps both in sync. To-dos only sync when the To-do type is turned on below and the to-do is linked to a contact. A to-do with no contact stays in Topo, because there is no HubSpot record to attach it to.

Bidirectional sync

Task sync works in both directions:

• Completing a task in HubSpot automatically marks it as complete in Topo.

• Completing a task in Topo automatically marks it as complete in HubSpot.

• Skipping a to-do in Topo sets the HubSpot task to Deferred, so a dismissed to-do does not sit open in your CRM.

• Reopening a to-do in Topo reuses the same HubSpot task rather than creating a second one.

Your team can work from whichever tool they prefer without any risk of tasks falling out of sync.

Task types available to sync

You can control which task types are synced to HubSpot:

• Email reply

• Call

• LinkedIn reply

• To-do, for the standalone to-dos your team creates manually

Toggle on the types you want to sync. Topo will automatically push those tasks to HubSpot whenever they are created.

Syncing the task owner too

Task sync controls whether the task itself reaches HubSpot. Who owns it there is a separate switch, "Set the task owner to its assignee", found under Advanced settings → Owners → Sync behavior. It needs task sync turned on first.

With it enabled, each synced task is owned by the assignee's matching HubSpot user. Reassigning a task in Topo, or reassigning a whole sequence, updates the owner on the HubSpot task. A reassignment made in HubSpot flows back to the Topo assignee. If an assignee cannot be matched to a HubSpot user, the task still syncs, the owner is simply left off. See CRM Owner Sync — Feature Overview.