When does data sync occur?
Donation syncing
Payment – Donations are synced to HubSpot as soon as a donor successfully completes a payment.
Refund – If a donation is refunded, the corresponding
Dealobject will update its transaction status toClosed Lost.
Donor syncing
New Donors – A
Contactobject is created when a new donor record is added in Donor Management.Updated Donors – Any changes made to an existing donor's record in Donor Management will trigger a sync to update the donor’s
Contactinformation in HubSpot.
Please note: When a `Deal` object is synced, it will be automatically associated with its corresponding `Contact` object. If the donor has not yet been synced, a new `Contact` object will be created before attaching the `Deal`.
What data are we syncing?
Donor → Contact object
BetterWorld Field | HubSpot Field | HubSpot Field Type |
First Name | firstname | Text |
Last Name | lastname | Text |
eamil | Text | |
Optional Fields: |
|
|
BW Donor ID | (Custom - your choice) | Text or number |
Transaction → Deal object
BetterWorld Field | HubSpot Field | HubSpot Field Type |
Campaign Name & Transaction Date | dealname | Text |
Total Donation Amount | amount | Number |
Transaction Status: “Closed Won” (successful), “Closed Lost” (refunded) | dealstage | Radio select |
Transaction Date | closedate | Datetime |
Optional Fields: | (Custom - your choice) |
|
Donation ID | (Custom - your choice) | Text or Number |
Campaign Type (e.g., auction, donation, tickets, giveaway) | (Custom - your choice) | Text |
Discount Amount | (Custom - your choice) | Number |
Discount Code Name | (Custom - your choice) | Text |
Refund Amount | (Custom - your choice) | Number |
Refund Date | (Custom - your choice) | Datetime |
In-Platform (Payments processed through BW = true; Offline payments = false) | (Custom - your choice) | Boolean |
Frequency Options (one-time, monthly, annual) | (Custom - your choice) | Text or Radio select |
Please note: If your Custom Fields are not appearing, you may need to click Refresh Objects to reload the available fields.
Custom deal pipeline
By default, every synced Deal lands in your HubSpot Sales Pipeline and is set to Closed Won or Closed Lost. If your account uses custom pipelines, you can choose which pipeline and stage each transaction status maps to instead.
On the HubSpot integration page, select a pipeline and a stage for each transaction status.
Transaction status | When it applies | Default |
Successful | A donor completes a payment | Sales Pipeline → Closed Won |
Refunded | A donation is refunded | Sales Pipeline → Closed Lost |
A few things to know:
Each status can use a different pipeline. Successful donations can go to one pipeline while refunds go to another.
The same stage can be used for both statuses if you'd rather not split them.
Only stages we're able to write to are listed. Archived stages, and stages HubSpot restricts to internal use, are hidden, since HubSpot would reject deals sent to them.
If you've just added a pipeline or stage in HubSpot and don't see it, click Refresh Pipelines to re-pull your pipelines.
What happens if you don't set a mapping
When you first connect HubSpot, we pull in your pipelines and pre-select Closed Won and Closed Lost on your default pipeline. Deals continue syncing there until you choose something else, so no action is required if the defaults work for you.
If a pipeline or stage is deleted in HubSpot
Deleting a pipeline or stage that BetterWorld is mapped to causes Deals to be rejected. When that happens:
We remove the stale selection and fall back to your default pipeline, so syncing continues uninterrupted.
If the default pipeline or its closed stages are also unavailable, deal syncing can't continue. We email your account owner to let them know, and syncing resumes once a new pipeline and stage are selected.