Overview

Two Point partnered with a healthcare organization seeking to streamline data synchronization between HubSpot and ClickUp. The client managed multiple pipelines, deals, and contact associations across both platforms, creating challenges in maintaining consistent and accurate information. Two Point’s objective was to design a seamless two-way data sync solution that ensured all updates between HubSpot and ClickUp were reflected accurately without causing duplication, data conflicts or update loops. Leveraging Zapier’s automation capabilities, the team developed a robust integration framework that supported scalability, data consistency and operational efficiency.

Client Requirements

The client required a two-way synchronization system between HubSpot and ClickUp that could manage multiple pipelines and stages, each tailored to different business processes and workflows. Deals in HubSpot needed to be associated with multiple companies, contacts, and tagged categories while ClickUp needed to reflect these updates across corresponding lists and tasks. Also, the system had to ensure data consistency in real time, handle updates from either platform, and avoid infinite update loops, one of the most common issues in bidirectional integrations.

Discovery During the discovery phase, Two Point’s team conducted an in-depth analysis of the client’s existing HubSpot and ClickUp structures.  The team identified key integration points, data dependencies, and workflow triggers across multiple pipelines.  They discovered that updates made in HubSpot often triggered automatic updates in ClickUp,  which in turn triggered HubSpot again creating a continuous update loop.  Furthermore, the client’s complex data relationships, including multiple tags, deal associations, and varying stages, demanded a dynamic and intelligent synchronization approach, rather than a simple one-to-one mapping.

Strategy To address these challenges, Two Point devised a strategy focused on controlled synchronization, data validation, and system reliability.  The team planned to implement Zapier-based automations that could handle multiple use cases and pipeline configurations  while maintaining clean data flow between the two platforms.  A critical component of the strategy was introducing logic to prevent looping updates specifically, a timed delay mechanism that paused updates for five minutes before executing reciprocal actions.  This ensured that only confirmed and intentional changes were propagated between systems, effectively preventing redundant or circular updates.

Build

The build phase involved creating a series of customized Zaps in Zapier to handle different synchronization scenarios between HubSpot and ClickUp. Each Zap was configured to recognize updates in deals, contacts, and companies within HubSpot and map them to the appropriate lists and tasks in ClickUp. Conditional filters and delay steps were added to manage the timing of updates and prevent loops. The integration was designed to accommodate multiple pipelines and dynamically adjust based on the specific stage or list where a deal or task resided. Through iterative testing, the Two Point team fine-tuned the synchronization logic to ensure both platforms updated accurately without interference.

Delivery

Upon delivery, the client received a fully functional, two-way synchronization system that aligned HubSpot and ClickUp in real time while maintaining data integrity. The five-minute wait logic effectively eliminated looping issues, and the scalable design allowed for easy expansion across new pipelines and use cases. Two Point provided comprehensive documentation and training to ensure the client’s internal team could manage, monitor, and modify the automation as their operations evolved. The result was a streamlined, efficient, and reliable integration that empowered the client to manage complex healthcare workflows seamlessly across their digital ecosystem.