Compare every day the records each source brings in with its normal volume and create an alert if a source spends 24 hours at zero. HubSpot shows sync errors and disconnections, but it does not warn you when an integration simply stops sending data: in Chile and Latin America that is almost always discovered through a drop in sales.
ERP, forms, WhatsApp, API: each with its normal daily volume.
A report groups records created by integration, form, import or API.
If a source that brings records daily spends 24 hours at zero, something broke.
Email or notification to the integration owner before sales notices.
HubSpot does warn about some things. Under Settings > Integrations > Connected apps, the Needs your attention section shows expired connections, disconnections and errors, and you can turn on notifications when an app disconnects or is uninstalled. Apps with data sync also show the records that fail.
The problem is silence. When the ERP stops sending orders, the other platform's token expires or a middleware pauses, HubSpot receives nothing and there is no error to log. The integration does not fail: it stops bringing data. In Chile and Latin America that gets discovered when a rep asks why no quotes are coming in.
The Record Source property and its details 1 to 3 exist in all plans and objects: they say whether the record was created by an integration, the API, an import, a form, a workflow or from the CRM, and they work in views, lists, workflows and reports.
Each connected app has a CRM syncs tab with records In sync, Failing and Excluded, and the option to rerun the sync. Each private app has Logs with the method, response and URL of every call from the last 30 days. The Connections Insights tab adds up record events per app per day.
With a single-object report grouped by Record Source and Detail 1, with create date as the range and a daily breakdown. In four weeks you see the pattern: the ERP loads Monday to Friday, forms spike with paid media, WhatsApp comes in every day.
With that pattern you define the threshold: for a daily source, 24 hours at zero is an alert; for a weekly load, seven days. Write the threshold next to the report with the name of the integration owner, so the alert has someone to reach.
Check Needs your attention and the CRM syncs tab of the affected app. In a private app, filter the Logs by response: 401 and 403 point to credentials, 429 to call limits and 5xx to a problem on the other side.
If HubSpot shows nothing, the problem is upstream: the source system, the middleware or the scheduled job. That is why every integration needs an owner with access to the code and the logs on both sides, and a document that says what it syncs, in which direction and how often.
Six steps with the tools HubSpot already has and a monitor for what it does not cover.
List every integration, form and load: connected apps, private apps under Development, forms and recurring imports. For each one, owner, data direction and expected daily volume.
In Reporting > Reports > Create report, build a contacts or deals report grouped by Record Source and Detail 1, with Create date as the range, last 30 days, daily breakdown.
Note the typical volume per weekday and the alert threshold per source: 24 hours at zero for a daily source. Save the report on a dashboard with the name of the source and the owner.
App disconnect and uninstall notifications, sync error notices where the app allows it, and the recurring dashboard email every morning from Share > Email this dashboard.
A scheduled process queries the API every hour, counts records per source, compares them with the median of the last weeks and notifies by email or Slack if a daily source has been at zero for 24 hours.
Date, source, cause, who fixed it and how long it took. After three incidents you know which integration needs a redesign and which one only needs an owner.
Assuming that "if it fails, HubSpot warns you". HubSpot warns about errors and disconnections, not about silence.
One private app token shared by three integrations, with no owner and no rotation date.
Watching records with errors but never the volume: zero errors and zero records look equally calm.
Third-party integrations with no access to the code or the logs, so nobody can diagnose.
30 minutes with Roberto. No demo and no access to your CRM.
We connect your ERP, invoicing, WhatsApp and APIs with code and documentation in your name, and leave the silence alert per source active. In Managed and Dedicated HubSpot the monitor is reviewed weekly or daily, and incident diagnosis is included.
A working integration, code and manual in your name, silence alert active from day one.
See the serviceWritten response times, silence alert with weekly or daily review and diagnosis included.
See operations plansIn 10 hours we inventory integrations, workflows and properties, with the risk list and the prioritized backlog.
See the DiagnosticThe guarantees that apply
An automatic alert tells you if an integration or form stops bringing in data. You hear it from us first.
Workflows, integrations, code and keys documented and in your name. If you change partners, you lose nothing.
We put them in writing because they are what we control.
It warns about disconnections, uninstalls and sync errors if you turn on notifications in Connected apps. It does not warn when an integration stops sending data without generating errors: for that you need a report per source and a threshold.
An automatic property, in all plans and objects, that says how each record was created: integration, API, import, form, workflow or CRM. Its details add the app or the user. It cannot be edited by hand.
In its Logs tab: method, response and URL of every call from the last 30 days, with filters and CSV export. A 401 or 403 points to credentials; a 429 to call limits; a 5xx to the other system.
Partially. A workflow does not count records that never arrived. In HubSpot you can email a dashboard per source every morning; the count against the normal volume is done with a read-only external monitor.
Ask for the code, the keys, the middleware access and the documentation before changing anything. If they do not exist, the first step in any company in Chile or Latin America is the inventory: what it syncs, in which direction and who can touch it.
Designs the CRM architecture, integrations and operation of each account. He writes these guides from what he sees every week in HubSpot portals of B2B companies across Chile and Latin America.
Meet the teamWe review one concrete problem, its impact and your starting point. No demo and no access to your CRM.
