Insycle for HubSpot Setup Guide

You can install Insycle either from the Insycle website or directly from HubSpot. You'll need to connect the apps and grant Insycle access to your HubSpot data as part of the installation.

Install Insycle from the HubSpot Marketplace

Go to the HubSpot Marketplace and search for "Insycle," then select "Insycle Data Management." On the Insycle app page, click Install.

Install Insycle from the Insycle Website

Go to insycle.com and click Login.

Connect the Applications

Log in to HubSpot and select the account you want to use with Insycle. Then, grant Insycle permission to access your HubSpot account and data.

You'll then be redirected to Insycle, and the data will begin syncing. 

To confirm that your HubSpot account has successfully connected to Insycle, navigate to Settings > Accounts. Find the newly connected account and verify the details.

After signing up, Insycle needs to onboard data from your connected app. You can not update data until your data is fully onboarded.

You'll see a red banner across the top of the Insycle dashboard while this is taking place.

You will receive an email when your data onboarding is complete, but you can also check the status to see what has been synced with Insycle and what is still in progress.

Go to Settings > Sync Status

You will see a log of the most recent sync activities for all accounts connected to Insycle. In the row for your newly added HubSpot account, scroll all the way to the right and review the following:

• Total Diff: The discrepancy in total records between Insycle and your CRM. This can alert you if the sync isn't completing.
• Total Insycle: The total number of records in Insycle.
• Total App: The total number of records in your connected app.
• Breakdown: Insycle/App: A breakdown of the types of records included in those totals — contacts, companies, deals, etc., and how many are in the platform versus in Insycle.

By default, Insycle automatically syncs contacts, companies, and deals. However, we also support custom objects and other default objects, which are available upon request.

All of Insycle's modules and features support all HubSpot standard and custom objects. By default, Insycle automatically syncs:

• Contacts
• Companies
• Deals

Insycle also supports the following HubSpot object types:

• Courses
• Deals
• Leads
• Line Items
• Listings
• Orders
• Tickets
• Custom Objects

These additional object types can be enabled for your Insycle account. Please contact us through the chat in the bottom-right corner of each page or email us at support@insycle.com to have these added.

Note that the number of object types does not affect your plan cost, but an increase in the number of records can. See our article on Pricing and Costs for more details.

Next, ensure all necessary custom or default fields are included in your Insycle dataset before running any operations.

The Settings > Fields page provides full control over which fields or properties have values synced into Insycle. You can search for a specific field you want to use in Insycle. Toggle the Included option on to include a field, or toggle off any fields you won't use in Insycle processes.

Learn more about controlling which HubSpot fields are included in your Insycle dataset.

Insycle offers precise control over which fields in your database are marked as Personally Identifiable Information (PII). This level of control is crucial for data privacy, especially when using Insycle's AI-driven features, which may share data with third-party AI service providers.

Since each organization's data structure is unique, you must evaluate your objects and fields to determine which data elements qualify as PII based on your specific data and privacy requirements.

Navigate to Settings > Fields to review and tag which fields contain Personally Identifiable Information (PII). This is crucial for ensuring data privacy and for effectively utilizing AI features. 

Note: To manage PII field settings, you'll need an 'Owner' or 'Admin' user role for each database you want to configure. You can review user roles by navigating to Settings > Users.

Learn more about defining your PII fields.

Insycle uses AI from providers such as OpenAI and Anthropic to enhance features like automatic field mapping in Magical Import and offer intelligent suggestions throughout the platform.

You can control what data is shared with these AI services by navigating to Settings > AI.

Configure three levels of data access per CRM object type: 

• Meta (only structure, no record values)
• Non-PII (non-personally identifiable data)
• Data (full records including PII)

All sharing options are enabled by default, and Insycle Admins and Owners can disable any level by toggling it off. This depends on your PII field tagging; ensure that PII fields are correctly tagged before configuring the AI settings.

Learn more about configuring how your data is used with Insycle’s AI features.

To provide insight into records modified by Insycle when viewing data in your CRM, you can add an Insycle Run ID property. This Run ID identifies each Insycle operation that updates or creates a record and can be used to look up process reports in the Activity Tracker or to get support.

For each object type you use with Insycle, add a new custom property with the label "Insycle Run ID". This field label is the only requirement for the integration to work properly. It's not dependent on the internal name or underlying API field name.

Once set up, each time you run an operation in Insycle on your CRM data, Insycle will automatically populate the field, allowing you to refer back to the Run ID in the record history. 

Now you can invite new users and manage roles and permissions.

Navigate to Settings > Users.  

To invite new team members to Insycle, click the Invite Team button at the top of the page.

Next, assign the users one of the following roles: Owner, Admin, User, or Assignee. To assign a role, select the user and then choose from the dropdown in the Role column.

Grant them permissions by assigning Read or Write access for each module or app. To modify data in a module or app, a user must have Write permission.

Learn more about inviting your team to Insycle and managing user roles and permissions.

Now you can start improving your data. The Health Assessment is a great place to begin, as it shows some of the issues Insycle has found in your CRM and offers simple steps to help you resolve them.

Go to Dashboards > Health Assessment.

The Summary of Data Health Issues shows how many records with problem data were found for each issue category.

Click one of the categories to access a list of issues in that group. Each issue type in the list links to a template configured to resolve the issue. 

In this example, under Poorly Formatted Data, the first issue flagged for attention is first names that are all uppercase. Click the Review button at the right end of the issue row.

This example opens the 'Format First Name (from uppercase)' template in the Transform Data module.

The filters in Step 1 will find all records with first names that are entirely in uppercase.

In Step 2, the fields and functions are configured to resolve the selected issue. To format first names from uppercase, Insycle will remove leading and trailing white space, remove terms like Mr. or Mrs., and then properly format those names.

You can add extra modifications beyond what’s already in the template. For example, you might want to clean up phone numbers and standardize states. Select the phone number field and choose the desired format for the phone number. 

Next, select the state field and look for a function that will format the state names to the full value.

Now, select a record to test this out on in the Record Viewer list at the bottom of the page. Click the email address link to open the record in HubSpot and review the current values of the first name, phone number, and state.

In Insycle, click the checkbox for the test record, and click the Review button above the list.

You have the option to run in Preview mode, which simulates the process without changing the HubSpot database. Or you can run it on your database using Update mode. For this test, select Update mode and click Next.

On the (3) When page, switch to the Run Now tab and click Selected (for just the selected record). When you click the Run Now button, Insycle will run and then display the results summary.

In the Transform Result window, click the Succeeded tab, then click the email address to see the changes in HubSpot.

If you're satisfied with the result of your test record, you can click the Review button again, and this time, run the operation on all records. 

After completing the Health Assessment and addressing the identified issues, you may want to explore the Top 3 Things To Do with Insycle or consider integrating Insycle with HubSpot Workflows to automate your cleanup efforts.

Learn more about using the Health Assessment.

The Activity Tracker in Insycle offers a comprehensive history and monitoring system that records every change to your CRM data, whether manual, automated, or previewed. It provides full transparency, accountability, and control by allowing you to monitor operations, access an audit trail, and understand what changes were made, when, why, and by whom.

What You Can Do with the Activity Tracker

Troubleshooting - Identify why operations failed or didn't produce expected results by reviewing statistics and detailed CSV reports

Rollback Capability - Partially revert changes using the before-and-after data in CSV reports through the Magical Import module

Progress Monitoring - Track long-running operations to see how they're progressing

Compliance & Auditing - Maintain a complete audit trail of all data changes for transparency and accountability

Team Collaboration - Share Run IDs with colleagues to discuss specific operations and coordinate data management efforts

Learn more about using the Activity Tracker.

There are two steps to uninstall Insycle from HubSpot:

1. Cancel your Insycle plan
2. Disconnect HubSpot from Insycle
    

Cancel Your Plan

  Please note that only users with an Owner role can modify your plan.

In Insycle, go to Settings > Billing, then click the Cancel Plan button.

If you're unsure who the 'Owner' is for your team, review the roles under Settings > Users. If you still can't figure it out, please contact our support team.

 

Disconnect HubSpot from Insycle

You can disconnect HubSpot from Insycle in either app. Once disconnected, the Insycle app will automatically be removed from your HubSpot account.

Option 1: Uninstall Insycle from the HubSpot App

In HubSpot, go to Connected Apps. On the Actions menu for the Insycle Data Management app, select Uninstall.

HubSpot will prompt you to confirm the uninstallation. When you confirm, the account and all its data will be removed from Insycle infrastructure immediately.

Option 2: Remove Your HubSpot Account in Insycle

In Insycle, navigate to Settings > Accounts, select the account, and click the trash bin icon. 

You'll be prompted to confirm account removal. When you confirm, the account and all its data will be removed from Insycle infrastructure immediately.

• Removing an account from Insycle does not impact the data in HubSpot in any way. 
• Once you confirm, all the account data stored in Insycle will be deleted immediately. This cannot be undone, but you can reconnect the account later if needed.
• Removing an account also deletes the Insycle templates, reports, automation schedules, and data relevant to the account. This can not be restored.
• If you have removed your only account (you had only connected one CRM), don't log in to Insycle again to confirm the deletion. This will reconnect the account. 
• When your account is disconnected, the Insycle app will automatically be uninstalled from your HubSpot Connected Apps. HubSpot will send you a notification when uninstallation is complete.