HubSpot FAQ

Overview

Quick answers to the questions we get most often. If yours isn't here, try Troubleshooting or contact us.

Connecting

Where do I install it — Steve or the HubSpot Marketplace? From Steve. Go to Settings → HubSpot and click Connect to HubSpot. The authorization carries your Steve organization with it, so starting anywhere else fails with "Invalid state parameter."

How long does setup take? About a minute to authorize, and another five to create the properties and map the fields. The first import starts on its own.

Do I need to enter an API key? No. It's a standard OAuth authorization — sign in to HubSpot, review the scopes, click Connect app.

Do I need to be a HubSpot admin? Not strictly, but the connecting user needs to be able to install apps and manage deal properties. Without property rights, the authorization succeeds but Steve's auto-created properties fail and you'll create them by hand.

Do I need to be a Steve admin? Yes. Only a Steve organization manager can connect, configure, or delete an integration.

Which HubSpot plans work? Any tier with the CRM, including Free. The features Steve uses are deals, companies, contacts, properties, notes, and call engagements.

Can I connect more than one HubSpot portal? One portal per Steve organization. Connecting a second overwrites the first.

Can two Steve organizations share one portal? Not by design — the tokens are stored per organization and the newer connection wins. Talk to us if you need this.

What syncs

What comes into Steve? Deals and companies. Deals bring name, stage, type, amount, currency, close date, pipeline, description, timestamps, and every property you selected during setup. Companies bring name, domain, industry, description, phone, location, website, employee count, annual revenue, lifecycle stage, and owner.

How often does it sync? Automatically once a day at 00:00 UTC, plus whenever you connect, save your field mapping, or click Sync HubSpot Data.

Is the first sync a full one? Yes. With no previous sync on record, Steve walks the whole portal. After that it's incremental — only deals modified since the last import.

Why hasn't an old deal appeared? Incremental sync only fetches deals modified since the last run. Touch the deal in HubSpot, then sync.

Can the same deal be imported twice? No. Deals are matched on their HubSpot deal ID and updated in place.

Does Steve import contacts? Not as records you can browse. Steve reads contacts to resolve a deal's primary contact and to match calls to the right company, but there's no Contacts tab.

Does Steve import tickets, quotes, or marketing data? No. It never requests those scopes.

What Steve writes back

What does Steve change in HubSpot? Competitor annotations to your mapped property; battle card links to steve_connected_battle_cards and to a note on the deal timeline; connected calls to steve_connected_calls and as Call engagements; win and loss reasons, Steve Channels and Steve Usage to your mapped properties; and AI-extracted playbook values to mapped deal and company properties and call logs.

Can Steve delete my HubSpot records? No. It has no delete scope. The only thing it deletes is its own battle card note, and only when you clear the competitors that created it.

Will Steve overwrite a property a rep filled in manually? Steve only writes to properties you explicitly mapped, and only when the corresponding action happens in Steve. Map Steve's fields to Steve-specific properties if you want zero overlap.

Why is there both a property and a timeline note for battle cards? The property puts the links in the deal sidebar; the note puts them in the activity timeline where they show in the deal preview. Reps find them in whichever place they already look.

Working the data

Why can't I select competitors on a deal? The deal has no project. Competitor annotation is project-scoped, and the tooltip says so — "Assign a project first to annotate competitors."

Why are Win Reason and Loss Reason read-only? They're editable only once mapped to a HubSpot property on the Field Mapping page.

How do deals get assigned to projects? Three ways: automatically if your organization has exactly one project; from your mapped Steve Project property when it holds a valid project ID; or by you, individually or in bulk, in the deals table.

What's the difference between Sync HubSpot Data and Refetch? Sync HubSpot Data calls HubSpot and pulls fresh deals. Refetch just re-reads Steve's own database. Sync when HubSpot changed; refetch when Steve did.

Does Sync HubSpot Data also sync companies? No — it's deals only. Companies sync on connect, on saving field mapping, and on the daily run.

Does approving a deal suggestion assign the deal? No. Approving records your decision. Apply the project and competitors in the deals table, where the HubSpot write-back and battle card links also happen.

What file types can I upload to a deal? PDF, TXT, and MD, plus URLs and pasted text.

Privacy and data

Where is my HubSpot data stored? In Steve's database, scoped to the organization that imported it, and readable only inside it. Uploaded files live in encrypted object storage.

How are the tokens handled? The access token and refresh token are stored against your organization and used only to call the HubSpot APIs the scopes cover. HubSpot access tokens expire after 30 minutes and Steve refreshes them automatically.

What happens to my data if I disconnect? Tokens, configuration, mappings, and synced deals and companies are removed from Steve. Anything Steve already wrote into HubSpot stays in HubSpot. See Disconnecting HubSpot.

Can I have everything permanently erased? Yes. Email tech@hiresteve.ai from an organization manager's address with the subject "HubSpot data deletion request". Processed within 30 days.

Disconnecting and reconnecting

How do I disconnect? Settings → HubSpot → Delete Account, then type delete hubspot to confirm.

What's the difference between Re-integrate and Delete? Re-integrate re-runs the authorization and updates the tokens and scopes, keeping all your data. Delete removes the integration and its synced data.

If I reconnect, does everything come back? The deals do, via a fresh full sync. Field mappings and property selection start empty and must be reconfigured. Deal suggestions are generated again for deals as they are re-inserted.

Do the custom properties get removed from HubSpot when I disconnect? No. They stay in your portal. Remove them yourself in Settings → Properties → Deal Properties if you want them gone.

Next Steps

• Troubleshooting — symptom-by-symptom fixes.
• Support — reach the team.
• Overview — back to the top of the HubSpot section.