What causes "Fathom HubSpot Sync Not Working"?

Contact not invited to the calendar event Attendee email is a secondary address on the HubSpot contact Internal-only call Meeting on a sub-calendar or secondary calendar HubSpot connection dropped (token revoked after a password or security change) Plan limits: CRM sync max 3 users per domain on lower tiers, field mapping and Deal View on Business+

How do I fix "Fathom HubSpot Sync Not Working"?

1. Check who was invited: Make sure the HubSpot contact is on the scheduled calendar invite Use the email that is primary on their HubSpot record 2. Use your main calendar: Schedule the call on the primary calendar connected to Fathom; sub-calendars don't sync 3. Reconnect HubSpot and re-sync missed calls: In Fathom Settings > Integrations, disconnect and reconnect HubSpot Open each call recorded while disconnected and click Sync 4. Check plan and admin rights for field mapping: Field mapping needs Business or Enterprise It must be set up by someone who is both Fathom Account Admin and HubSpot Super Admin Only HubSpot text properties are supported 5. Contact support with call links: If HubSpot is missing as an option or a call still won't sync, email help@fathom.video with the call URL and the contact's email

// troubleshooting guide · fathom

Fathom HubSpot Sync Not Working

Status: Workaround available
platforms:: Web, HubSpot
updated:: November 15, 2026
reports:: 3
Method: how we research

RUNBOOK · fathom/hubspot-sync-not-working5 FIXES

// quick answer

Fathom only syncs calls to HubSpot when the contact's primary email is on the calendar invite, the meeting is on your main calendar, and at least one attendee is external. Calls recorded while HubSpot was disconnected have to be re-synced with the Sync button one by one.

Most likely fix: Check who was invited

How to fix it

// try these in order, the most common fix is first

FIX 1Check who was invited
1. 01Make sure the HubSpot contact is on the scheduled calendar invite
2. 02Use the email that is primary on their HubSpot record
Did this fix it?
FIX 2Use your main calendar
1. 01Schedule the call on the primary calendar connected to Fathom; sub-calendars don't sync
Did this fix it?
FIX 3Reconnect HubSpot and re-sync missed calls
1. 01In Fathom Settings > Integrations, disconnect and reconnect HubSpot
2. 02Open each call recorded while disconnected and click Sync
Did this fix it?
FIX 4Check plan and admin rights for field mapping
1. 01Field mapping needs Business or Enterprise
2. 02It must be set up by someone who is both Fathom Account Admin and HubSpot Super Admin
3. 03Only HubSpot text properties are supported
Did this fix it?
FIX 5Contact support with call links
1. 01If HubSpot is missing as an option or a call still won't sync, email help@fathom.video with the call URL and the contact's email
Did this fix it?

Symptoms

Calls don't show up on the HubSpot contact or deal, notes stop appearing after a while, or field mapping options are missing.

Why it happens

C-01Contact not invited to the calendar event
C-02Attendee email is a secondary address on the HubSpot contact
C-03Internal-only call
C-04Meeting on a sub-calendar or secondary calendar
C-05HubSpot connection dropped (token revoked after a password or security change)
C-06Plan limits: CRM sync max 3 users per domain on lower tiers, field mapping and Deal View on Business+