Guide
How the sync works
Updated 12 October 2026
BothSync runs on its own servers, not on HubSpot workflows. HubSpot and ClickUp tell it about changes as they happen, and it checks both every five minutes for anything it missed.
How fast
Most changes sync within seconds. HubSpot notifies BothSync at once when one of these changes:
- Deals: stage, pipeline, owner, name, amount and close date, and when a deal is created, deleted, restored or merged.
- Tickets: status, pipeline, owner, subject and priority, and when a ticket is created, deleted, restored or merged.
- Companies: lifecycle stage and name, and when a company is deleted, restored or merged.
ClickUp notifies BothSync of every change to a task in the workspace and of every comment.
Changes to other HubSpot properties you map reach ClickUp with the next check, within about five minutes. The check also catches anything a notification missed. Last check for missed changes in the settings shows when it last ran.
What goes where
| From | To | What |
|---|---|---|
| HubSpot | ClickUp | A new task with subtasks and checklists when a record reaches a rule’s stage; mapped fields. |
| ClickUp | HubSpot | The task’s status, its latest comment and a link to it, in BothSync’s properties; status changes and comments on the record’s timeline; mapped fields; the record’s stage when the task is done, if the rule says so. |
Subtasks and checklists are created with the task and not synced afterwards. Changes to them stay in ClickUp.
No loops, no duplicates
- One task per record and rule. BothSync remembers which task belongs to which record, so a record that leaves the stage and comes back, or a notification that arrives twice, never creates a second task.
- No echoes. BothSync keeps a fingerprint of each value it last synced and ignores the changes it made itself, so an update never bounces back and forth.
- Equal values are left alone. A value that is already the same on both sides is not written again.
Deletes, restores and merges
BothSync never deletes anything because the other side was deleted.
- A record is deleted in HubSpot: its task stays in ClickUp and stops syncing. BothSync leaves a comment on the task saying so.
- The record is restored: the task syncs again, and BothSync comments that it does.
- A task is deleted in ClickUp: the record stays and stops syncing with it. The card shows Deleted in ClickUp, and BothSync’s properties on the record are cleared, or show the record’s other task if it has one. No new task is created.
- The task is restored from ClickUp’s trash: it syncs again from the next change, the next check or Sync now.
- Records are merged in HubSpot: the merged record keeps one task per rule, which syncs with it from then on. Any other task for the same rule stops syncing and gets a comment saying so.
BothSync’s comments in ClickUp start with “BothSync:”, notify no one, and appear under the name of the person who connected ClickUp.
When HubSpot or ClickUp is down
BothSync keeps every change notification and tries again, waiting longer each time. If a service stays down for about two hours, BothSync gives up on that change and Recent activity says so. The check every five minutes then picks up field and status changes once both services answer again, and Sync now on a record does the same straight away. A ClickUp comment posted while BothSync could not reach HubSpot shows on the record with the next comment.
BothSync paces its requests to stay within HubSpot’s and ClickUp’s rate limits.
When ClickUp access is lost
If ClickUp stops accepting BothSync’s connection, for example because it was removed in ClickUp or the person who connected it left the workspace, the sync pauses. Nothing is lost: changes wait until you reconnect and are synced then, and the check for missed changes catches up on what happened in ClickUp meanwhile. A comment posted in the meantime shows on the record with the next comment. See Reconnect ClickUp.