Getting monday.com HubSpot integration setup right is one of those things that looks simple on the surface but quietly falls apart a few weeks later. The native connector works. Sort of. It syncs contacts, companies, and deals from HubSpot into monday.com. But it only pushes data one way, it struggles with custom field updates, and it limits you to one integration template per board. Most teams discover these constraints after they have already built their workflow around it.
We have set up this integration for dozens of teams across sales, marketing, and operations. The pattern is almost always the same: someone connects HubSpot to monday.com using the built-in integration, it works for a week, and then things start drifting. Deal amounts stop updating. Custom properties never make it over. And nobody notices until a report is wrong.
This guide walks through the full monday.com HubSpot integration setup, from native connector configuration to Make.com workarounds for the gaps the native tool cannot fill. We will cover what actually syncs, what does not, and how to structure your boards so the integration stays reliable long term.
📋 What We Cover
- Three Integration Approaches (and When to Use Each)
- Prerequisites and Plan Requirements
- Native Integration: Step-by-Step Setup
- Field Mapping Strategy That Actually Works
- Board Structure for HubSpot Data
- Make.com Workaround for Custom Fields and Two-Way Sync
- 5 Common Problems and How to Fix Each One
- FAQ
🎯 Three Integration Approaches (and When to Use Each)
Not every team needs the same level of integration. Before you touch a single setting, decide which approach fits your workflow. This decision will save you hours of rework later.
Most teams we work with at FlowFam start with the native integration and layer on Make.com scenarios once they hit the custom field wall. That is usually the right call. Start simple, add complexity when the pain justifies it.
✅ Prerequisites and Plan Requirements
Before you start connecting anything, confirm you have the right access and plan tier on both sides.
monday.com Requirements
Standard plan or higher (Free and Basic plans do not include integrations). Board admin access on the target board. An Integration seat if your account uses seat-based integration permissions.
HubSpot Requirements
Super Admin access on the HubSpot account. This is required for OAuth authorization. If you are on a HubSpot Free or Starter plan, the integration still works for contacts, companies, and deals.
If Using Make.com
A Make.com account (free tier allows 1,000 operations/month). API access enabled on both platforms. HubSpot Private App or API key for authentication.
🔧 Native Integration: Step-by-Step Setup
The native monday.com HubSpot integration setup takes about five minutes once you have the right access. Here is the exact process.
Step 1: Open the Integrations Center
Navigate to the board where you want HubSpot data to land. Click the Integrate button in the upper-right toolbar (the puzzle piece icon). Search for “HubSpot” in the integration library.
Step 2: Choose a Recipe Template
monday.com offers several pre-built recipes. The most common ones sync when a new contact, company, or deal is created in HubSpot, creating a corresponding item and syncing future changes to default fields. Pick the recipe that matches your use case. Remember: only use one HubSpot recipe per board.
Step 3: Authorize HubSpot
Click Connect and sign into your HubSpot account with Super Admin credentials. Select the HubSpot portal you want to connect. Grant the requested permissions.
Step 4: Map Your Fields
The mapping screen shows all available HubSpot fields on the left and your monday.com columns on the right. Map each HubSpot field to a matching column type (text to text, number to number, date to date). You can map both default and custom HubSpot fields at this stage, but be aware of the custom field update limitation covered below.
Step 5: Activate and Test
Turn the integration on. Create a test record in HubSpot (a dummy contact or deal). Confirm it appears in your monday.com board within a few minutes with all mapped fields populated.
📊 Field Mapping Strategy That Actually Works
Most guides tell you to “map your fields” and leave it at that. But which fields you map, and how you map them, determines whether this integration stays useful or becomes noise.
Fields Worth Mapping (Contacts)
Start with these core fields and add more only when someone on the team will actually look at them: First Name, Last Name, Email, Phone, Company Name, Lifecycle Stage, Lead Status, and HubSpot Owner. Skip fields like “Number of Page Views” or “Recent Conversion” unless your marketing team is actively working in monday.com. Every extra column is visual clutter that makes the board harder to scan.
Fields Worth Mapping (Deals)
Deal Name, Amount, Close Date, Deal Stage, Pipeline, and Deal Owner cover 90% of what sales teams need visible in monday.com. If your team tracks deal type or lead source, add those. But resist the urge to map every HubSpot property onto the board.
Column Type Matching
Getting column types wrong causes silent mapping failures. HubSpot “Dropdown select” fields should map to monday.com Dropdown or Status columns. Date fields should map to Date columns (not Text). Currency fields should map to Numbers columns with the currency symbol configured. If you map a HubSpot date to a monday.com Text column, the data will appear but you lose all filtering and sorting capabilities.
🏗️ Board Structure for HubSpot Data
Because monday.com limits you to one HubSpot integration template per board, your board architecture matters more than usual. Here is the structure we recommend for teams syncing all three HubSpot object types.
Create Separate Boards for Each Object Type
One board for Contacts, one for Companies, one for Deals. Each board gets its own HubSpot integration recipe. This avoids the template interference issue and keeps each board focused on a single data type with relevant columns.
Use Connect Boards Columns to Link Them
Once all three boards exist, use Connect Boards columns to create relationships between Contacts and Companies, and between Deals and Companies. This mirrors the HubSpot association structure inside monday.com and lets you pull related data across boards with Mirror columns.
Add a Dashboard for the Combined View
Build a multi-board dashboard that pulls widgets from all three boards. This gives leadership the pipeline overview they want without cramming everything onto a single board. Use a Numbers widget for deal totals, a Chart widget for deals by stage, and a Table widget for recent activity.
Consider monday CRM for Sales Teams
If your team primarily tracks deals and pipeline, monday CRM gives you pre-built Leads, Contacts, Accounts, and Deals boards with the relationships already wired. Syncing HubSpot into this structure means less custom setup and a faster path to a working pipeline view. We covered the full monday.com CRM setup in a separate guide.
⚡ Make.com Workaround for Custom Fields and Two-Way Sync
When the native integration hits its limits, Make.com fills the gap. Here are the two most common scenarios we build for clients.
Scenario 1: Custom Field Updates (HubSpot → monday.com)
This scenario watches for changes to specific HubSpot properties and pushes those updates to the corresponding monday.com item. The trigger is a HubSpot “Watch Deals” (or Contacts/Companies) module filtered to the custom properties you care about. The action is a monday.com “Change Column Values” module that finds the matching item by a shared identifier (typically the HubSpot Record ID stored in a Text column) and updates the relevant columns.
The key is storing the HubSpot Record ID as a column in monday.com during initial creation. This gives Make.com a reliable lookup key to find the right item.
Scenario 2: Two-Way Status Sync
This is the scenario teams ask for most. When a deal stage changes in HubSpot, update the Status column in monday.com. When someone changes the Status column in monday.com, update the deal stage in HubSpot. Build this as two separate Make.com scenarios to keep the logic clean. Add a “last updated by” flag or timestamp to prevent infinite loops where each platform keeps triggering updates on the other.
For teams that are not comfortable building Make.com scenarios from scratch, our monday.com Partner on Demand service includes integration buildouts as part of ongoing support.
🔥 5 Common Problems and How to Fix Each One
Existing HubSpot Records Are Not Appearing
The native integration typically only syncs records created after activation. Historical records do not backfill automatically. To get existing data in, export the relevant HubSpot records as a CSV and import them into monday.com. Then activate the integration to handle new records going forward. Alternatively, build a one-time Make.com scenario that reads all existing HubSpot records and creates matching items.
Custom Field Values Stop Updating
As noted above, the native integration only pushes custom fields during initial creation. If you see custom field values stuck at their original values while default fields update normally, this is expected behavior, not a bug. The fix is to add a Make.com scenario for the specific custom fields that need ongoing sync.
Duplicate Items Appearing on the Board
This usually happens when multiple HubSpot integration templates are active on the same board, or when someone re-authorizes the integration and the existing link breaks. Check the board’s integration panel for duplicate or conflicting recipes. Deactivate any extras. If duplicates already exist, deduplicate by sorting on the HubSpot Record ID column and removing items with duplicate IDs.
Integration Silently Disconnects
OAuth tokens expire or get revoked when someone changes their HubSpot password, downgrades their HubSpot role, or when the HubSpot Super Admin who authorized the connection leaves the company. The integration stops syncing without any visible error in monday.com. Check the integration panel periodically. If it shows “Disconnected,” re-authorize with a current Super Admin account. We recommend using a shared service account for the authorization rather than a personal account.
Field Mapping Breaks After Column Type Change
If you change a monday.com column type after the integration is mapped (for example, changing a Text column to a Dropdown), the mapping breaks silently. The integration will continue running but the affected field will stop populating. The fix is to delete the integration recipe, re-add it, and re-map all fields. There is no way to edit an existing field mapping in the native integration.
