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HubSpot Troubleshooting

Introduction

Fixes for the most common HubSpot integration problems: the tool shows Connect even though you're connected, workflows don't run, data doesn't sync, or meetings don't match the right deal.

Start with a Hard Refresh

The single most common fix: hard-refresh your browser.

  • Mac: Cmd + Shift + R

  • Windows: Ctrl + Shift + R

This clears cached state and resolves most "HubSpot appears disconnected but is actually connected" glitches.

Reconnect the Integration

If the hard refresh doesn't help:

  1. Go to Workspace Settings → Integrations.

  2. Find HubSpot and click Disconnect.

  3. Wait 30 seconds.

  4. Click Connect and log in with a HubSpot admin account.

You need HubSpot admin access to disconnect and reconnect.

Signs you Have a Connection Issue

  • The HubSpot chat tool shows Connect even though the integration shows connected in Workspace Settings → Integrations.

  • You see Error 500 in workflows that touch HubSpot.

  • The Agent says it can't access HubSpot data when the HubSpot tool is enabled.

  • You see Error loading subscription details when trying to manage users.

  • Call notes aren't appearing in HubSpot after meetings.

Agent Says it Can't Access HubSpot

If you've enabled the HubSpot tool in chat but the Agent still says it can't access your data:

  • Confirm the HubSpot toggle is on in the Tools panel (bottom left of the chat).

  • Be explicit in your prompt — mention HubSpot by name ("Look in HubSpot and find…").

  • If the Agent still refuses, re-prompt: "I've enabled the HubSpot tool, try again."

  • If that doesn't work, hard-refresh and try once more.

Workflows Aren't running on HubSpot meetings

A few common causes:

Meeting title mismatch. Workflows that match meetings to HubSpot deals by title can fail if the titles aren't close enough. AskElephant does normalized matching, but examples like NPS Campaign Strategy Review vs. CrewHu / BeeTooBi IT Solutions - NPS Setup! are too different. Update the HubSpot activity title to more closely match the AskElephant meeting title, then re-run the workflow.

Agent rules blocking processing. Check the HubSpot Agent prompt in your workflow. If it's configured to abort when it can't identify a company from the meeting title, meetings without clear company markers will be skipped. Loosen the rule or pre-identify the company earlier in the workflow.

HubSpot Property Name Errors

If a workflow fails with a missing-property error, confirm you're using HubSpot's internal property name, not the UI label. For example:

  • Call and Meeting Type (UI label) is internally named hs_activity_type.

  • Custom properties you've created in HubSpot must already exist before the workflow runs.

When in doubt, check the property's internal name in HubSpot under Settings → Properties.

Re-run a Failed Workflow

To manually re-run a workflow that failed on a specific meeting:

  1. Open the meeting in AskElephant.

  2. Find the workflow in the meeting engagement panel.

  3. Click the three-dot menu next to it.

  4. Select Go to workflow.

  5. Click Test and pick the same meeting.

This usually resolves one-off failures.

Still Stuck?

Contact support if you see persistent Meeting Created trigger failures with invalid-payload errors, HubSpot server errors, workflow builder loading issues, or high failure rates (90%+) across multiple meetings. These usually need engineering attention. Include the workflow ID, the meeting link, and the exact error.

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