CRM Sync
CRM Sync automatically keeps your customer data in ClearFeed aligned with your CRM, so your support team always has accurate, up-to-date context without manual updates.
Note: CRM Sync currently supports HubSpot. Salesforce & Attio support is planned for a future release.
Selected properties from your HubSpot Company records (and optionally Deal records) sync into corresponding Customer custom fields in ClearFeed. You can then use this data in automations, routing rules, SLAs, and reports.
Key benefits:
Support teams see current customer context (ARR, industry, lifecycle stage, etc.) while handling requests
Eliminate manual data entry
Use reliable CRM data in ClearFeed workflows and reporting
Prerequisites
Before setting up CRM Sync, ensure you have:
HubSpot connected to ClearFeed (OAuth integration completed)
Admin access in ClearFeed
How CRM Sync Works
When CRM Sync is enabled, ClearFeed automatically links each customer to its corresponding HubSpot Company and Deal using the following logic:
Company linkage:
ClearFeed matches each customer to a HubSpot company based on the customer's domain(s).
If exactly one HubSpot company is found with a matching domain, the customer is linked to that company.
If no match is found, or if multiple HubSpot companies match, no automatic linkage is established. You can link the customer manually (see Modifying CRM Linkage).
A customer with no domains will not be linked automatically.
Deal linkage:
Once a company is linked, ClearFeed automatically associates the customer with the most recently created deal linked to that HubSpot company (if any).
If no deals exist for the company, no deal linkage is established.
The deal linkage can also be set or updated manually.
Field sync:
Once linkages are established, ClearFeed reads the values of your imported fields from the linked HubSpot Company and Deal records and populates the corresponding customer custom fields.
You can import fields from both Company and Deal objects with no need to choose a single model. See Importing Fields from HubSpot to get started.
Sync runs automatically every 30 minutes. It is one-way: HubSpot data flows into ClearFeed only. The first sync after enabling CRM Sync (or after importing fields) triggers an immediate full sync of all existing customers.
Setup & Configuration
CRM Sync is self-service and can be configured directly from the ClearFeed dashboard by admins.
Step 1: Enable HubSpot Sync
Navigate to the Customers page in ClearFeed.
On the Overview tab, locate the HubSpot Sync toggle in the top-right area of the page (near the Add new customer button).
Toggle it on to enable CRM Sync for your account.
When CRM Sync is enabled with no imported fields, the sync will run every 30 minutes and establish customer-company linkages via domain matching. No field values will be populated until you import fields.
Step 2: Import Fields from HubSpot
Once CRM Sync is enabled, you can import HubSpot properties as ClearFeed customer custom fields.
Go to the Customers page and click the Custom Fields tab.
Click Import from CRM in the top-right area.
An Import from HubSpot modal will appear, showing all available HubSpot properties grouped into two sections:
Customer Fields — Properties from the HubSpot Company object.
Deal Fields — Properties from the HubSpot Deal object.
Browse or search for the fields you want to import. Each property shows its name and type (e.g., "Annual Revenue (Number)", "Close Date (Date)").
Select the fields you want using the checkboxes. You can use Select All to select all available fields at once.
Click Import Fields to confirm.
What happens on import:
A new ClearFeed customer custom field is created for each selected HubSpot property, with a matching name and compatible field type.
The newly created fields are automatically linked to their HubSpot source properties.
An initial full sync is triggered immediately — HubSpot companies are matched to ClearFeed customers by domain, and field values are populated.
Imported fields are read-only from the moment they are created. See Field Editability below.
Note: Some fields such as Deal Stage and User Type fields cannot be imported via the web app. Please reach out to [email protected] or your ClearFeed Slack support channel if you need these fields synced.
Step 3: Review Imported Fields
After importing, your fields appear in the Customers > Custom Fields tab alongside any manually created custom fields.
Fields synced from HubSpot display a HubSpot icon next to the field name.
Each imported field has a three-dot (···) actions menu that lets you delete the field.
Modifying CRM Linkage
ClearFeed automatically links customers to their matching HubSpot company using domain matching. However, you can also manually set or update the HubSpot company and deal linked to a customer.
Automatic Linking
The sync matches each customer to a HubSpot company by comparing the customer's domain(s) against company domains in HubSpot. If exactly one company matches, the linkage is established automatically. Customers with no domains, or where multiple companies match, are skipped.
Manual Linking
If a customer was not automatically linked, or if the wrong company was matched, you can update the linkage manually from the customer list.
On the Customers > Overview page, locate the customer you want to update.
Click the link icon next to the customer row.
In the Link to HubSpot modal, select the correct HubSpot Company and optionally a HubSpot Deal.
Click Save & Sync to confirm.
If CRM Sync is enabled, field values from the newly linked company/deal are imported immediately when you click Save & Sync, without waiting for the next scheduled sync.
Field Editability
Fields imported from HubSpot are always read-only in ClearFeed, regardless of whether CRM Sync is enabled or disabled.
On the Customer Overview page, synced fields display their values but cannot be edited. A visual indicator (HubSpot icon + tooltip: "This field is synced from HubSpot and cannot be edited here.") communicates why the field is locked.
In the Ticket Sidebar, synced fields appear in read-only format alongside other customer fields.
To make an imported field editable, please contact [email protected] or your ClearFeed Slack support channel to remove the sync mapping. Once removed, the field becomes editable and retains its last synced value.
Managing Imported Fields
Deleting a Synced Field
From the fields table (Customers > Custom Fields), use the three-dot (···) menu on any synced field and select Delete field to remove the custom field and all its values entirely (requires confirmation). The sync mapping is also removed.
To stop syncing a field without deleting it, please contact [email protected].
Importing Additional Fields
You can import more fields at any time by clicking Import from CRM again on the Fields page. Fields that have already been imported are shown as disabled (already imported) in the modal to prevent duplicates.
Select / Multi-Select Options
For Select and Multi-Select fields imported from HubSpot, the dropdown options are fetched from HubSpot at the time of import. Options are not kept in sync automatically. If options change in HubSpot (e.g., a new value is added), the ClearFeed field will not reflect those changes.
Note: Field properties such as names and option values for Single/Multi-Select fields are not refreshed automatically. If you need these updated, please contact [email protected] for assistance.
Detailed Sync Rules
General linking principle: As long as a customer is not yet linked to a HubSpot company, ClearFeed will always attempt to find a match on every sync run (every 30 minutes). Conversely, once a linkage is established, the sync will not attempt to relink the customer automatically.
New Customer Created in ClearFeed
When a new customer is created in ClearFeed, the system will attempt to link it to a HubSpot company during the next sync run based on domain matching.
Customer Domain Updated in ClearFeed
Domain added:
1
None
Null
Domain added
Picked up for linking
2
Present
Null
Domain added
Picked up for linking
3
Present
Linked
Domain added
Not picked up (no relinking)
Domain removed:
The linkage between the ClearFeed customer and HubSpot company is reset.
The customer will be picked up in the next sync run to be re-linked based on remaining domains.
HubSpot Company Domain Updated
When a HubSpot company's domain is updated, no action is taken. The ClearFeed customer remains linked to the same company, and the existing linkage persists.
HubSpot Company or Deal Field Updated
When a synced field in a HubSpot company or deal is updated, the new value is pulled into ClearFeed during the next sync run.
CRM Sync Disabled
The sync cron stops running for the account.
Existing customer-company linkages remain in place.
Synced field values remain visible and stay read-only (imported fields remain locked even when sync is disabled).
The configuration (imported field mappings) is preserved, so re-enabling does not require reconfiguration.
Supported Field Types
Single-line text
Text
Company name
Multi-line text
Text
Notes
Number
Number
ARR
Date
Date
Renewal date
Dropdown / Radio
Select (single)
Industry
Checkbox
Multi-select
Interests
Yes/No
Select (Yes/No)
Enterprise customer
Unsupported: File uploads, calculated fields, scoring fields, Deal Stage, User Type custom fields, and some other advanced custom types. Unsupported fields are shown as disabled in the import modal with a tooltip: "This field isn't supported and won't be imported."
Using Synced Data in ClearFeed
Customer Profiles
View synced data on the Customer Overview page and in the Request Detail (ticket sidebar) panel. Synced fields are displayed with a HubSpot indicator and cannot be edited directly.
Automations
Use CRM-synced fields as conditions in automation rules:
Route high-ARR customers to senior agents
Assign by industry or segment
Trigger workflows on lifecycle changes
SLAs
Apply SLA policies based on synced customer fields:
Enterprise customers: 1-hour response
SMB customers: 4-hour response
Reports & Filters
CRM-synced custom fields are available in Insights as dimensions for breakdown and filtering across your customer list and request history.
Limitations
One-way sync only (HubSpot → ClearFeed)
Only Customer custom fields are updated
Deal fields sync from the most recently created deal associated with the linked HubSpot company
Some HubSpot field types are not supported (file uploads, calculated fields, scoring fields, User Type custom fields)
Select/Multi-Select field options and field properties (names, option lists) are not updated automatically. Contact [email protected] to refresh these.
Deal Stage and User Type Custom Fields cannot be imported via the web app. Contact [email protected] to have them set up.
FAQs
Are field values synced from HubSpot editable in ClearFeed? Answer: No. Fields imported from HubSpot are always read-only in ClearFeed, whether CRM Sync is enabled or disabled. A visual indicator (HubSpot icon + tooltip) communicates why the field is locked. To make a field editable, contact [email protected] to remove the sync mapping.
Can I change which fields are synced? Answer: Yes. Go to Customers > Custom Fields and click Import from CRM to add more fields. To remove an existing synced field, use the three-dot menu to delete it, or contact [email protected] to stop syncing it without deleting.
What happens if a HubSpot company is deleted? Answer: The ClearFeed customer remains unchanged. Once a linkage is established — whether automatically via domain matching or set manually — it is not modified by CRM Sync. The linkage persists until you update it manually. Field values remain at their last synced state and no new updates will occur for the deleted company.
What happens if HubSpot is disconnected? Answer: CRM Sync will be disabled automatically. No error is shown in the app. Existing linkages are maintained internally but will not be visible on the web app until HubSpot is reconnected. Reconnect HubSpot to resume syncing.
How often does CRM Sync run? Answer: CRM Sync runs automatically every 30 minutes when the HubSpot Sync toggle is enabled. The sync frequency is not user-configurable.
Can I manually trigger a sync? Answer: An immediate sync is triggered automatically when you first import fields. To trigger a sync at any other time, you can disable the HubSpot Sync toggle and re-enable it — this will kick off an immediate sync run.
What if a customer wasn't automatically matched to a HubSpot company? Answer: You can manually link the customer from the Customers > Overview page. Click the link icon next to the customer row and select the correct HubSpot Company (and optionally a Deal) in the modal.
What happens if there are multiple HubSpot deals for a customer? Answer: ClearFeed automatically links the customer to the most recently created deal associated with the HubSpot company. If you need to link a different deal, you can update the linkage manually using the link icon on the customer row.
Why aren't my dropdown options up to date after a sync? Answer: Select and Multi-Select field options are imported from HubSpot at the time of field import and are not kept in sync automatically. If you need option values or field names refreshed, please contact [email protected].
Can I import Deal Stage or User Type fields from the web app? Answer: No. These fields are not importable via the web app. Please reach out to [email protected] or your ClearFeed Slack support channel to have these fields set up.
What happens to synced field values when I disable CRM Sync? Answer: Synced field values remain in place and stay read-only. The sync stops running, but imported fields remain locked to prevent accidental edits to CRM-sourced data. Re-enabling CRM Sync will resume the sync on the next scheduled run without requiring any reconfiguration.
Will updating the linked HubSpot company immediately update my field values? Answer: Yes. When you update the linkage manually and click Save & Sync, field values from the newly linked company/deal are imported immediately.
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