HubSpot — syncing rooms with deals, companies and contacts
Once HubSpot is connected, a Katalyz room can be linked to a deal, a company, or a contact in HubSpot — syncing fields, timeline events, and tasks in both directions.
Linking a room to a HubSpot object
The link is set in the room's Data panel — the layers icon in the left rail of the editor, not to be confused with the Settings panel, which only holds General (Dealroom Title, Dealroom Owner), Localization and Access Settings.
The panel offers two linking fields, at the top, before your own fields:
- Account — the HubSpot company. Useful for account-level rooms that span beyond a single deal.
- Deal — the HubSpot deal. The most common case.
Both are dropdowns showing the HubSpot logo to the left of the value, to mark that the value comes from the CRM rather than from Katalyz. The chosen value appears as a chip with an ×: that's how you unlink a room from its record. A single room can carry both at once — a deal and its parent company — since they are two separate fields.
Both links appear as columns in the rooms list: Account and Deal.
What about contacts?
There is no Contact field: a room isn't tied to a contact record the way it's tied to a deal or a company. The link to your HubSpot contacts is made differently — by inviting them as room participants. The invitation is what creates the relationship, participant by participant, not a linking field.
Two paths to make the link:
- CRM-initiated — when a room is created from inside HubSpot (via the Katalyz CRM card placed on a record), the new room is automatically associated with the originating CRM object.
- Katalyz-initiated — when a room is created from inside Katalyz, you link it yourself from the Data panel.
How the link is stored
The link lives on the Katalyz side. Katalyz stores the HubSpot record's id on the room — the deal id, the company id, or both. It is not a HubSpot association, so you won't find it in the record's associations panel, and editing associations in HubSpot doesn't change which room points at which record.
One consequence worth knowing: duplicating a room re-links the copy to the same CRM record the original was linked to. If the duplicate is for a different deal, relink it from the room's Data panel.
What syncs
Fields
Katalyz properties mapped to HubSpot properties stay in sync. Configure in Settings → Data → Hubspot → Synced fields, where each row pairs one Katalyz field with one HubSpot property; Add new mapping creates another pair. See CRM field mapping & sync.
Two of those fields are written by Katalyz AI, not by a person:
Katalyz field | HubSpot property |
|---|---|
Score |
|
Executive summary |
|
Both are produced by the assistant on every room, and what they contain is shaped by the Analysis prompts an admin sets in Settings → AI settings. Map them once and your reps get the room's health and its written summary on the CRM record without touching Katalyz. See AI settings.
Fields filled by auto-fill from a call recording follow the same mapping, and the value syncs like any other. The Update with AI button at the top of the Data panel triggers that fill.
Don't confuse the small icons in the Data panel — they don't mean the same thing:
Where | Icon | What it means |
|---|---|---|
inside the field, left of the value | the HubSpot logo | the value comes from the CRM (the Account and Deal fields) |
next to the field's name | the magic wand | the field can be filled by AI |
next to the field's name | the crossed-out eye | the field is hidden from room visitors |
Activity (Katalyz → HubSpot)
Selected Katalyz events post into HubSpot as HubSpot notes and as timeline events on the CRM record. Configure which events sync in the Activities panel of Settings → Data → Hubspot ("Choose which user activities to sync with HubSpot"). Nine checkboxes, quoted here verbatim:
- A user added a message
- A user added a resource
- A user left the dealroom
- A user logged into the dealroom
- A user joined the dealroom
- A user marked a step as completed
- A user marked an action as completed
- A user set a due date
- A user edited a due date
Of the nine, A user logged into the dealroom ships unchecked: it is by far the chattiest event, writing to the timeline every time the room is opened. Tick it only if you want that level of detail.
Which timeline events appear, and where
Timeline events cover two families of activity:
- Room activity — tasks created, updated, completed and deleted; steps; comments; due dates; notes; people joining and leaving the room; roadmap views; resource views and downloads.
- Signature activity — an envelope sent, signed, canceled or completed.
Where they land matters:
- Room activity appears on the deal timeline.
- Signature events appear on the deal timeline and on the company timeline.
- There are no contact timeline events. Even when the person who triggered the event is a HubSpot contact invited as a room participant, nothing is written to that contact's timeline. Look at the deal.
Tasks
Katalyz roadmap items can be mirrored as HubSpot tasks. The Tasks panel in Settings → Data → Hubspot ("Katalyz roadmap tasks synced with CRM tasks.") offers three independent checkboxes — Sync steps, Sync actions and Sync tasks. All three start unchecked: nothing goes to HubSpot until you tick one.
Sync timing
Sync is real-time in both directions. At first connection, Katalyz runs an initial back-sync — for any field with conflicting values, the CRM value takes priority.
What Katalyz watches in HubSpot
Katalyz doesn't poll your portal on a schedule. It subscribes to HubSpot webhooks, so a change made in HubSpot reaches Katalyz in near real time — usually within seconds of the record being saved.
What's watched:
Object | What Katalyz reacts to |
|---|---|
Deals | Almost any change: property edits across the record, stage moves, deletion, and changes to the deal's associations with contacts and tasks. |
Contacts | A focused set of fields rather than the whole record — the identity and role fields Katalyz needs to keep a participant's profile current, plus activity dates. |
Companies | A subset of company properties. |
Tasks | Subject, body, status, priority, type, reminders, timestamps, pipeline and pipeline stage, queue, attachments and owner. This is what keeps HubSpot tasks and room action items aligned. |
We deliberately don't print the exact property list here. It's shaped by your own portal's schema, and a list pinned in an article would be wrong for most portals and stale for the rest. If you need to know whether one specific property is watched, ask support at support@katalyz.co.
What doesn't trigger a real-time update
Three HubSpot events have no webhook subscription: contact creation, deletion and merge. On the company side, deletion and association changes have none either.
That does not mean Katalyz works from stale data. Katalyz keeps no copy of your CRM records — only the id of the record a room is linked to. The information is read from HubSpot when it is needed, so on the next call a contact that was created, deleted or merged shows up in its real state.
The difference is one of timing only. A change covered by a webhook lands within seconds, with nobody having to open anything; the three events above are reflected on the next read. Deal deletion is covered by a webhook, as are deal, contact and task association changes.
Common workflows
Create a room from a HubSpot deal
The Katalyz app deploys a CRM card — the Katalyz tab — that can be displayed on deal, company, and contact records inside HubSpot. From that card you can create a new Katalyz room directly, and it's automatically linked to the underlying CRM object.
View Katalyz activity inside HubSpot
Events you've ticked in the Activities panel of Settings → Data → Hubspot appear on the deal timeline in HubSpot, with signature events also landing on the company timeline.
Update a deal property from Katalyz
If a field is mapped for bidirectional sync, editing it in Katalyz pushes the change to HubSpot within the sync interval.
Automate all of this from a workflow
The app also adds five custom actions to HubSpot workflows, so a stage change can create a room, invite the buying committee and post a message without anyone opening Katalyz. See Katalyz actions in HubSpot workflows.
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Updated on: 27/10/2026
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