Refresh Data, Sync Latest Changes

Insycle syncs data with your CRM on several schedules, depending on the type of change. When you make changes through Insycle and push them live to your CRM, the two platforms remain in sync immediately. When changes are made directly in the CRM, those changes sync back to Insycle as follows:

Automatic Incremental Syncs

• Every hour: Records modified in the past hour, and metadata changes (new fields, picklists, etc.)
• On login: Records modified in the past hour

Automatic Full Syncs

• Every night: Full sync, both modified AND deleted records, as well as field configuration changes such as PII or Included.

Manual Syncs

• Self-serve: From Insycle Settings > Accounts, manually trigger sync for records updated or newly created in the past day (see How to Trigger a Manual Sync below). The manual sync does not sync deleted or merged records, or newly included fields for HubSpot and Salesforce users.
• On demand: The Insycle support team can manually trigger a full sync at any time, including new, updated, merged, and deleted records, as well as newly included fields for HubSpot and Salesforce users. Reach out to support when needed.

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

You'll see a red banner across the top of the Insycle dashboard while onboarding is in progress. Onboarding time varies depending on several factors, including the app you are connecting to, the number of data fields you collect, the number of records in your database, and API limitations.

During the initial onboarding phase, API consumption is directly correlated with the number of records in your CRM database. In the long term, fewer API calls are needed because only modified records are synced.

You will be notified by email when your data onboarding is complete, and you can then begin updating your data using Insycle.

Insycle connects with your CRM — such as HubSpot or Salesforce — to make specific data fields available for filtering and other operations. A field that is not included in your Insycle dataset will not be available for filtering or other operations.

While many fields are included automatically, certain fields require additional setup. HubSpot and Salesforce users must specify which fields are included using Insycle's self-service field inclusion controls in Settings > Fields.

⚠ Important: A field that is not included in your Insycle dataset will not be available for use in filters or other operations.

Expected Timeframe

When initially synchronizing most new CRM accounts, essential fields are automatically included and available within a few hours, depending on the size of your database. However, there may be instances of a 1–2 business-day delay. This timeframe allows for the necessary backend setup and processing.

For HubSpot and Salesforce users, after selecting fields using the self-service controls, newly included fields typically become available during the next overnight sync process.

Troubleshooting

If fields still don't appear after the expected timeframe:

1. Check field sync settings (HubSpot and Salesforce only): Navigate to Settings > Fields and verify that the Included toggle is enabled for the desired field. Ensure you have Admin or Owner permissions to manage field inclusion. 
2. Perform a test: In your CRM, change a value in the field in question. Then trigger a sync in Insycle (see How to Trigger a Manual Sync below).
3. Trigger a manual sync in Insycle: Manually start the sync process to update Insycle with recently modified or newly created records. Note that the manual sync does not cover deleted records or newly included fields for HubSpot and Salesforce users.
4. Check for external factors: Delays may occasionally occur due to high system usage, API rate limits, or processing backlogs.
5. Contact support: If fields are still not displaying or functioning correctly after the expected timeframe, reach out to Insycle support for field-specific troubleshooting assistance.

For HubSpot and Salesforce users, default HubSpot and Salesforce fields, as well as those used in automated Recipes and templates, are automatically included in your Insycle dataset. Other fields must be designated for inclusion on each object type.

Fields that are not included will not be available for filtering or other operations. Due to HubSpot and Salesforce API limitations, there is a limit of 100 fields per object type for all plans, except Enterprise, which allows 150 fields.

Designate HubSpot or Salesforce Fields for Inclusion in Your Insycle Dataset

You must have an Admin or Owner user role to manage field inclusion.

1. Navigate to Settings > Fields.
2. Select your database and object type from the top menu.
3. Use the search to find a field, or browse through the list field by field.
4. Toggle the Included control to the On position (yellow/right = on, grey/left = off). Note that if you are not an Admin or Owner, On will also appear grey.

  Note: Field inclusion changes typically take effect during the overnight sync process. If you need immediate synchronization of newly included fields, contact Insycle support to trigger a full sync.

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

Insycle provides a log of sync activity so you can monitor data updates and identify potential issues. You can view sync operation logs at Settings > Sync Status.

Once there, you will see a log of the latest sync activities for all apps connected to Insycle. Each entry in the log provides the following information:

• App: The connected app that was synced (HubSpot, Salesforce, Intercom, etc.)
• Plan: The Insycle subscription for the app account
• Account Name and ID: The name and ID of the account that was synced
• Actions: Sync changes from the last day, activate Salesforce Flow integration, or delete the account from Insycle
• As Of: The time that the sync operation was completed
• Total Diff: The differences in total records between Insycle and your CRM. A large discrepancy can indicate that a sync is not completing — for example, in Salesforce, API limit considerations may prevent the sync from running.
• 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 object types included in those totals — contacts, companies, deals, etc. — and how many exist in each platform

Regular review of sync logs is recommended to maintain optimal database hygiene.

In some cases, you may want to trigger a sync to update Insycle with newly created records or recent changes in your CRM.

Navigate to Settings > Sync Status, and next to the account name, click the Sync changes from last day button (lightning bolt icon).

You'll see a confirmation that Insycle has kicked off an incremental sync for the changes made in the last day.

Note: Manual syncing covers records modified in the past 24 hours. It does not cover deleted or merged records, or newly included fields for HubSpot and Salesforce users. For comprehensive updates — including deleted or merged records — the nightly full sync is required. When possible, plan manual syncs during off-peak hours to optimize API usage and avoid potential conflicts.

Insycle uses APIs to sync your data by communicating with connected CRMs such as HubSpot and Salesforce in two main ways:

1. Product usage: APIs handle actions within the application, such as creating, updating, and merging records.
2. Data synchronization: APIs are widely used to keep CRM data aligned with Insycle on an ongoing basis.

During initial onboarding, API activity depends on the number of records in the CRM. As the sync process progresses, fewer API calls are needed because only modified records are checked. On days with many updates, API calls may increase. Insycle's design aims to sync only active changes to maximize API efficiency.

For HubSpot and Salesforce users, you can manage which fields are included in sync operations through Settings > Fields. This self-service feature helps you optimize API usage by including only the fields you need. HubSpot's API limit is 100 fields per object type for all plans except Enterprise, which allows 150. See Control Which Fields are Included in Your Insycle Dataset for more details.

HubSpot and Salesforce users can add a field to their Insycle dataset by navigating to Settings > Fields and locating the field they need. Toggle the Included control to the 'On' position (yellow/right). The field will become available after the next overnight sync, or you can contact support for immediate synchronization. See Control Which Fields are Included in Your Insycle Dataset for more details.

For other CRM platforms: Contact Insycle support via the live chat button to request inclusion of the field. Provide the Field Label and Name values for the fields you want to add.

The number of fields you can include per object type is limited by CRM API constraints. For HubSpot and Salesforce, the current limit is 100 fields per object type (e.g., contacts, accounts, deals) for all plans except Enterprise, which allows for 150 fields.

Essential fields, such as first name, last name, email, and phone number, as well as fields in automated Insycle templates and Recipes, and Insycle's special fields, are always included and cannot be disabled. This ensures core functionality remains intact while giving you control over additional fields.

Use the self-service field inclusion control in Settings > Fields to include the fields most important to your workflows.

To check the progress of a long-running operation in Insycle, there are two main approaches:

1. Periodically check the Activity Tracker. The operation will appear in the Activity Tracker once it has been completed.
   
2. Periodically refresh the template for the operation. Open the template for the operation. Under Step 1, click the Find or Search button.
   Look at the number of results in the Record Viewer.
   
   Wait a few minutes and refresh the page. You should see the number of results reduce as Insycle processes the operation.