CRM field mapping & sync (HubSpot, Salesforce)
Once your CRM is connected to Katalyz, you control exactly what syncs between the two systems from Settings → HubSpot (or Settings → Salesforce). The page has three sections: Synced fields, Activities, and Tasks. The UI is the same for both CRMs — pick the one you've connected.
⚠️ Requires org role Admin. Requires the CRM integration to be connected — see Connecting HubSpot or Connecting Salesforce.
Champs synchronisés
Synced fields
Map Katalyz properties to CRM properties. Each mapping defines a field pair: when one side updates, the other follows.
The mapping table looks like:
Katalyz field | → | CRM property |
|---|---|---|
Timing/Next | → | Timing/Next |
Pipeline | → | Prospect pipeline |
Score | → | Katalyz health score |
Executive summary | → | Katalyz AI executive summary |
Status | → | Deal Stage (HubSpot) / Opportunity Stage (Salesforce) |
→ | LinkedIn URL Unique Id |
Adding a mapping
- Click + Add new mapping.
- Pick a Katalyz field from the dropdown.
- Pick a CRM property from the dropdown.
- Save.
From that point on, the two fields stay in sync.
When a mapping doesn't make sense
Field types must match. You can't map a text field to a number, or a date to a dropdown. The picker hides incompatible combinations.
Some Katalyz fields are system-managed (e.g. imported from the CRM at setup) — they show up with sync already established and a 🔄 refresh icon. You can re-pull the latest values, but you can't change the mapping.
HubSpot vs Salesforce — one difference. On the HubSpot side, an Import from CRM action lets you re-pull data on demand. On the Salesforce side, this action doesn't exist — sync is real-time, and there's no manual re-pull button.
Activities
Toggle which Katalyz activities get posted into the CRM, on the linked deal/opportunity or contact. The exact list differs between HubSpot and Salesforce.
How activities appear in the CRM. HubSpot activities are written as HubSpot notes and, for the newer HubSpot app, as timeline events. Salesforce activities are written as Salesforce notes and, optionally, as Chatter posts when Chatter is enabled.
HubSpot activities
Activity | What it is |
|---|---|
Comment created | A user adds a public/shared comment in a room or task. |
Comment deleted | A user deletes a comment. |
Resource viewed | A user opens / views a resource. |
Resource downloaded | A user downloads a resource. |
Resource deleted | A user deletes a resource. |
Dealroom joined | A user joins or is added to a room. |
Dealroom left | A user leaves a room. |
Dealroom viewed | A user logs into / views the room. |
Task created | A user adds a task / action. |
Task completed | A user marks a task as done. |
Task deleted | A user deletes a task / action. |
Step created | A user adds a step. |
Step completed | A user marks a step as done. |
Step deleted | A user deletes a step. |
Task due date set | A user sets a task due date. |
Task due date updated | A user changes or removes a task due date. |
Task note created | A user adds a task / action description. |
Task note edited | A user edits a task / action description. |
Signature request sent | A signature request is sent to one or more signers. |
Signature signer signed | A signer completes their signature. |
Signature signer cancelled / declined | A signer or sender cancels / declines a signature request. |
Signature request completed | All required signatures are completed. |
Salesforce activities
Activity | What it is |
|---|---|
Comment created | A user adds a public/shared comment in a room or task. |
Resource created | A user adds a resource. |
Resource viewed | A user opens / views a resource. |
Resource downloaded | A user downloads a resource. |
Dealroom joined | A user joins or is added to a room. |
Dealroom left | A user leaves a room. |
Dealroom viewed | A user logs into / views the room. |
Task created | A user adds a task / action. |
Task updated | A task / action is updated and synced to Salesforce when applicable. |
Task completed | A user marks a task as done. |
Step created | A user adds a step. |
Step completed | A user marks a step as done. |
Task due date set | A user sets a task due date. |
Task due date updated | A user changes or removes a task due date. |
Best practice: turn on activities that signal deal progress, and leave off noisy ones:
- ✅ Turn on: Dealroom joined, Dealroom viewed, Task completed, Task due date set
- ❌ Consider leaving off: Comment created (can flood the CRM with chatter)
Tasks
HubSpot | Salesforce | |
|---|---|---|
Sync Katalyz tasks with CRM tasks | ✅ supported (toggles for steps / actions / generic tasks) | ❌ not available today — tasks stay in Katalyz only |
For HubSpot, when enabled:
- Creating a task in a Katalyz room creates a matching HubSpot task
- Marking done in one system updates the other
- Due date changes flow bidirectionally
Best practice: if your team lives in HubSpot for day-to-day task management, turn these on. If they live in Katalyz, leave them off — the sync adds noise to HubSpot.
Sync direction
Bidirectional. A mapped field updates in both Katalyz and the CRM — change it in either place and the other follows.
Sync frequency
Real-time, in both directions. Changes propagate immediately. At first connection, Katalyz runs an initial back-sync — if a mapped field already has a value on both sides, the CRM value takes priority for that initial reconciliation.
Troubleshooting
If a field isn't syncing:
- Confirm the CRM integration is still connected and authorized — see Connecting HubSpot or Connecting Salesforce.
- Check that the field is still mapped (mappings can break if a CRM property is renamed).
- Verify the field types match.
- Confirm the CRM user whose OAuth token was used still has access to the property.
If syncing is completely broken, see CRM isn't syncing.
Related articles
- Creating custom properties
- Connecting HubSpot
- Connecting Salesforce
- HubSpot: syncing rooms with deals, companies and contacts
- Salesforce: syncing rooms with opportunities, accounts and contacts
Updated on: 18/06/2026
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