When you enable the HubSpot integration, HubSpot contacts, companies, and segments (lists) are brought into Lumo, and your LINE friend data in Lumo is written to HubSpot contacts. Lumo runs the sync automatically, so day to day you only need to keep an eye on the settings. Whether you started the integration from the HubSpot Marketplace or from Lumo's integration wizard, the sync works the same way.
Overview of data sync
HubSpot and Lumo sync in a way that lets each side fill in what it does best. Updates to contacts and companies on the HubSpot side are imported into Lumo, while your LINE operations data in Lumo is written back to HubSpot properties.
| Direction | Main content |
|---|---|
| HubSpot to Lumo | Contact information such as name, email address, and phone number, company information, and HubSpot segments |
| Lumo to HubSpot | LINE operations data such as LINE profile, tags, and broadcast status |
After the integration is set up, Lumo runs the sync automatically. You can review settings or add fields from Lumo's HubSpot integration screens ("Dashboard", "Sync Data", and "Settings").
Data imported from HubSpot to Lumo
From HubSpot, Lumo imports the information you use to build out friend attributes and Segments.
| Data | Description |
|---|---|
| First name | Reflects the first name in friend information |
| Last name | Reflects the last name in friend information |
| Email address | Syncs the email address |
| Phone number | Syncs the phone number |
| Company name | Syncs the company information linked to the contact |
| HubSpot segments | Syncs segments so you can use them in Lumo Segment conditions |
By default, first name and last name are imported along with email address and phone number. If you don't need email address and phone number, you can take them out of the sync targets on the "Sync Data" screen. You add any other properties individually from the "Sync Data" screen after the integration is set up.
Email address and phone number are only imported from HubSpot. Lumo never writes them back to HubSpot, so there is no risk of Lumo overwriting the customer information in your CRM.
The HubSpot segments imported here can be used as Segment conditions for a Message Broadcast. A HubSpot segment is a customer group on the HubSpot side, while a Lumo Segment is a condition for narrowing down recipients; in Lumo's Segment conditions, you pick it as "HubSpot segment". Both are a separate concept from the tag you assign to friends.
Data written from Lumo to HubSpot
From Lumo, LINE-related properties are written to HubSpot so you can keep track of your LINE operations on the HubSpot side as well.
| Lumo property | Description |
|---|---|
| LINE User ID | Records the LINE user identifier on the contact |
| LINE display name | Syncs the LINE display name |
| LINE profile image | Syncs the LINE profile image |
| LINE friend added date | Records the date the person became a friend |
| LINE follow status | Syncs the friend (follow) status |
| LINE tag | Syncs the tags assigned to friends. Changes you make on the HubSpot side come back to Lumo too |
| LINE Traffic Source | Records what prompted the friend add. For a custom QR Code, the name of the QR Code goes in |
| LINE Acquisition Route | Records the route through which the person first became a friend (QR Code, friend-add CTA, Klaviyo form, Shopify customer account, etc.) |
| LINE Acquisition Page | Records the URL of the page where the first friend add started |
| Last broadcast name / last broadcast date | Syncs information about the most recent Message Broadcast |
| Last open date / last click date | Syncs the most recent open and click activity |
The properties that are written depend on the LINE Official Account you integrated and the features you enabled. If group chat sync is enabled, LINE group chats are synced as company objects in HubSpot.
The "LINE tag" synced here is the tag you assign to friends. Please be careful not to confuse it with the Segment used to narrow down broadcast targets, as these are different things.
Recording the traffic source (LINE Traffic Source)
For someone who became a friend through a custom QR Code, the name of that QR Code stays on the HubSpot "LINE Traffic Source" property. You can follow which campaign brought friends in from HubSpot segments and reports.
It is recorded only the first time. A contact that already has a value is not overwritten, even if they later scan a different QR Code. For someone who became a friend through a route other than a custom QR Code, a shared value representing that route goes in.
Lumo also records "LINE Acquisition Route" (the route through which the person first became a friend) and "LINE Acquisition Page" (the URL of the page where that friend add started). These are also written only once and never rewritten.
Field write-back
You can write Lumo fields back to HubSpot contact properties. Information you've built up in Lumo, such as a membership rank or a visit count, becomes available for analysis and Workflows on the HubSpot side too.
- Under "Field write-back" in the HubSpot integration settings, you create the mapping between the fields you want written back
- Each mapping syncs one-way from Lumo to HubSpot and updates automatically whenever the value changes
- With "Add in bulk" you can pick several fields at once and generate their HubSpot internal names from a prefix (for example,
lumo_). After they're created, existing values are applied once, all together - You can write back fields of each type, including text, number, date, and date & time
Two-way sync for LINE tags
LINE tags travel both ways between Lumo and HubSpot. Tags you add or remove in Lumo are written to HubSpot, and changes you make on the HubSpot side come back to the friend in Lumo.
The HubSpot property that holds the tags is "LINE user tags", created automatically when you integrate. Rewriting this value as a comma-separated list replaces that friend's Lumo tags wholesale with the HubSpot value. HubSpot becomes the source of truth, so tags that existed only in Lumo are removed.
- Writing a name Lumo doesn't have yet creates that tag and applies it
- Writing the name of a tag you had disabled enables that tag again
- When one contact is linked to friends across several LINE Official Accounts, there is no way to tell which friend is meant, so nothing is applied
- Friends with a comma in a tag name are not applied either, because a comma-separated value can't bring that name back intact
It comes in handy when you want to update tags in bulk from a HubSpot segment or Workflow. The result is ready to use right away in Lumo Segments and broadcast filtering.
Reviewing the fields you sync
You can review the fields you import at any time from the "Sync Data" screen after the integration is set up. We recommend starting with just the basic fields and gradually adding more as your operations grow.
Adding a field
- Open "Sync Data" in Lumo's HubSpot integration screen
- From "Add HubSpot Property", choose the property you want to sync
- Once added, the sync rule automatically decides whether to prioritize the HubSpot or the Lumo value
Properties you use are added to the sync targets on their own
When you use a HubSpot property in a broadcast, a Workflow, or a Segment, that property is added to the sync targets automatically. You don't have to add it on the Sync Data screen first — values start arriving from the moment you begin using it.
Personalization tokens you type straight into a message body, such as {{ hubspot.property_name }}, are read on save and added to the targets too. A newly added property is also imported retroactively for contacts you already have. It takes a few minutes, up to about 15, for the values to fill in.
When you would rather keep the synced fields under administrative control, turn off "Add properties automatically when used" on the "Sync Data" screen. With it off, sync properties are only added by hand from this screen. Properties already syncing stay as they are. Only workspace administrators can flip this switch.
What the Sync Data screen shows
| Column | Description |
|---|---|
| HubSpot property | The property name on the HubSpot side |
| Lumo | The corresponding field on the Lumo side |
| Sync rule | Which value takes priority (the one with the more recent update timestamp) |
| Used in | The broadcasts, Workflows, Segments, question actions, and inbox cards that use that property. If it is not used anywhere, it shows "Unused" |
| Status | The sync status of that field |
Trying to delete a property that is in use brings up a confirmation message. Deleting it means the value stops appearing in the broadcasts and Workflows that use it, so check "Used in" before you remove it.
Syncing HubSpot segments (lists)
HubSpot segments are synced to Lumo and can be used as Segment conditions for a Message Broadcast. In HubSpot, what used to be called "lists" is now called "segments (lists)".
| Segment (list) type | Description |
|---|---|
| Updated automatically by conditions (active) | Syncs segments whose members update automatically based on conditions |
| Registered manually (static) | Syncs segments you populate manually as well |
Synced segments can be picked in Lumo's Segment condition "HubSpot segment", so if you keep your segments organized on the HubSpot side, you can use them directly when setting broadcast targets in Lumo.
A segment you have just picked as a broadcast target may show "(not synced)" and leave the recipient preview at zero. Its members simply have not been imported yet, so wait a moment while "Syncing HubSpot list members…" is showing. The count appears once the sync finishes.
Sync timing
Syncing happens at three times: initial, automatic, and manual. After the initial sync, Lumo keeps updating automatically, so you generally don't need to do anything manually.
| Timing | Description |
|---|---|
| Initial sync | Imports the target data in bulk after the integration is complete |
| Automatic sync | After the integration, Lumo syncs contacts and segments periodically |
| Manual resync | You can run it at any time with the "Resync Data" button on the "Dashboard" |
When there is a large amount of data, the initial sync or a resync may take a few minutes to complete.
Checking the sync status
You can check whether syncing is working with the sync status on the "Dashboard". Here is what each state shows and means.
| Display | Meaning |
|---|---|
| Normal | The latest data is synced |
| Syncing | Data is being synced |
| Applying | The sync results are being applied |
| Failed | The previous sync failed. Check the details in the sync history |
The "Dashboard" also has a "Resync Data" button, so you can rerun the sync manually after reviewing your settings.
Sync History
You can check past sync results in the sync history on the "Dashboard". You can look back at what each run did in a list.
| Item | Description |
|---|---|
| Date and time | The date and time the sync ran |
| Status | States such as sync complete, resyncing, or resync failed |
| Contacts | The number of contacts synced |
| Lists | The number of segments synced |
| Error | The message shown when a sync failed |
If errors continue, check the message in the sync history and then try resyncing.
Data handled by inbox sync
Inbox sync is an optional feature. If you set up this additional integration only when you want it, you can receive LINE conversations in your HubSpot inbox and help desk and reply to them from there. Even without it, contact and segment syncing works as is.
| Data | Description |
|---|---|
| Message body | Syncs LINE conversations to your HubSpot inbox |
| Image and file attachments | Attaches images and files received in LINE to the HubSpot conversation, and delivers images and files sent from HubSpot to LINE |
| Send and receive times | Reflects them in the conversation history on the HubSpot side |
| Connected channel information | Retains which LINE Official Account the conversation came through |
You start the inbox sync integration from the HubSpot inbox settings, and you can check the status after the integration on Lumo's "Settings" screen.
What happens when you stop syncing
When you remove the integration or uninstall the app, new syncs stop, but data that has already been created remains as is.
- When you remove the integration, new contact syncs, segment syncs, and LINE actions in HubSpot workflows stop
- If you remove only the inbox sync, new conversation syncs stop. The channel settings on the HubSpot side are not deleted automatically
- Properties, property values, and past conversation history already created in HubSpot are not deleted automatically
- If you want to remove unwanted data, please delete it manually on the HubSpot side
When things don't work
When a sync is not being reflected, checking the data volume and integration status first makes it easier to isolate the cause.
| Symptom | What to check |
|---|---|
| Sync is slow | A large number of contacts makes the initial sync take time. Wait a while and then check the "Dashboard" |
| Contacts are not synced | Check whether contacts are registered in your HubSpot account |
| Errors continue | Check the message in the sync history and try "Resync Data". If it doesn't improve, contact support |
| Inbox conversations don't appear | Check on the "Settings" screen whether inbox sync is integrated and whether the connected LINE Official Account is correct |
Help Center: https://guide.lumo.cx/hc/en-us
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