# HubSpot CRM Integration

> Automatically sync contacts and log meetings in HubSpot when bookings are created through LinkTime.
> Source: https://linktime.io/docs/crm/hubspot
> Last updated: February 2026

## Overview

The HubSpot integration connects your LinkTime account to your HubSpot CRM via OAuth 2.0. When someone books time with you, LinkTime automatically creates or updates a contact in HubSpot and logs the meeting -- so your CRM stays up to date without any manual data entry.

> **One-way sync:** Data flows from LinkTime to HubSpot only. Changes made directly in HubSpot (like editing a contact) are not synced back to LinkTime.

## Prerequisites

- A HubSpot account (Free, Starter, Professional, or Enterprise)
- Admin or Super Admin permissions in your HubSpot portal
- A LinkTime Pro plan or higher

## Connecting HubSpot

1. **Go to Integrations** -- Navigate to Dashboard -> Integrations and find the **CRM** section.
2. **Click "Connect" on HubSpot** -- You'll be redirected to HubSpot's authorization page where you can choose which HubSpot portal to connect.
3. **Authorize LinkTime** -- Review the permissions and click "Grant access". LinkTime requests access to read and write contacts and read deals in your CRM -- nothing else.
4. **Done!** -- You'll be redirected back to LinkTime. HubSpot will show as "Connected" with your portal ID. All future bookings will automatically sync.

## What Gets Synced

### Contacts

When someone books with you, LinkTime creates or updates a contact in HubSpot using their email address as the unique identifier (deduplication).

**Fields synced:**

- **Email** (used as dedup key)
- **First name** and **last name** (split from the invitee's full name)
- **Phone number** (if provided during booking)

If a contact with that email already exists in HubSpot, the existing record is updated -- no duplicate contacts are created.

### Meetings

A HubSpot meeting activity is created and associated with the contact. This appears on the contact's timeline in HubSpot.

**Meeting details logged:**

- **Title** (event type name + invitee name)
- **Start and end times**
- **Description** (invitee's notes, or "Booked via LinkTime")
- **Outcome** (SCHEDULED, RESCHEDULED, or CANCELED)

## What Happens When...

- **A booking is created** -- Contact is upserted (created or updated) in HubSpot. A meeting activity is created with outcome "SCHEDULED" and linked to the contact.
- **A booking is rescheduled** -- The meeting times are updated in HubSpot and the outcome is changed to "RESCHEDULED".
- **A booking is cancelled** -- The meeting outcome is updated to "CANCELED" in HubSpot. The meeting record is not deleted -- it stays on the contact's timeline for history.

## Reliability

HubSpot sync runs in the background and never blocks the booking process. If HubSpot is temporarily unavailable or returns an error, your booking still completes normally -- the confirmation email is still sent, and the calendar event is still created.

> **If a sync fails silently:** The booking still works. The contact or meeting may not appear in HubSpot for that particular booking. Future bookings will continue to sync normally.

## Disconnecting HubSpot

To disconnect HubSpot from your LinkTime account:

1. Go to Dashboard -> Integrations
2. Find HubSpot under the CRM section
3. Click "Disconnect"

Disconnecting removes the link between LinkTime and HubSpot. Contacts and meetings already created in HubSpot are not deleted -- they remain in your CRM.

> **To fully revoke access:** You can also remove LinkTime from your HubSpot portal by going to **Settings -> Integrations -> Connected Apps** in HubSpot and removing LinkTime.

## Data & Privacy

LinkTime takes your privacy seriously. Here's what we do and don't access:

**What we access:**

- Create and update contacts
- Create and update meetings
- Read contact data (for deduplication)
- Your HubSpot portal ID

**What we don't access:**

- Deals or pipeline data
- Email conversations
- Marketing campaigns
- Reporting or analytics
- Other contacts not created by LinkTime

Your HubSpot OAuth tokens are encrypted at rest using AES-256 encryption and automatically refreshed every 30 minutes. If your refresh token is ever revoked, the integration will gracefully disconnect and you can reconnect at any time. See the [Privacy Policy](https://linktime.io/privacy) for more details.

## Troubleshooting

### HubSpot shows as "Not connected" after connecting

This can happen if the OAuth token was revoked in HubSpot. Try disconnecting in LinkTime and reconnecting. Make sure you select the correct HubSpot portal during authorization.

### A booking was made but the contact didn't appear in HubSpot

HubSpot sync is fire-and-forget -- if HubSpot was temporarily unavailable, the sync may have failed silently. Check that HubSpot is still connected in your Integrations page. Future bookings will continue to sync normally.

### I see duplicate contacts in HubSpot

LinkTime uses email as the deduplication key. If contacts were created with different email addresses, they'll appear as separate records. You can merge them in HubSpot's contact management.

### I get a "permissions" error when connecting

You need Admin or Super Admin access in your HubSpot portal to authorize third-party apps. Ask your HubSpot admin to either connect LinkTime themselves or grant you the necessary permissions.