Summary
This guide explains how to configure the HubSpot Create or update contact action in Astra. Once set up, this action automatically creates or updates contact records in HubSpot based on customer conversations, helping you keep your CRM data accurate and up to date.
How the action works
When this action runs:
Astra looks for a Contact in HubSpot using the customer’s email
If the contact exists, it updates the record based on your configuration
If the contact does not exist, it can create a new one (depending on your settings)
This ensures your contact data stays in sync without manual effort.
Instructions
Follow these steps to configure the action:
Step 1: Open the HubSpot create or update contact template
Log in to your Astra account
Go to the Action Library
Select HubSpot — create or update contact
Open the Configuration step
Step 2: Set up the action intent
What you do
Enter a clear action name and intent
Click Edit action intent anytime to update it
What happens
A well-defined intent helps the agent decide when to trigger this action
Offline Sync
Keep this OFF to run the action during the conversation
Turn it ON to run the action after the conversation ends
Step 3: Select your HubSpot account
What you do
Choose an existing HubSpot account
Or click Add account to connect a new one
What happens
All data created or updated by this action will be saved in the selected account
Step 4: Configure contact creation and updates
Allow creating and updating new contacts
When ON:
Creates a new contact if none exists for the email
Fully updates contacts created through Astra
When OFF:
Does not create new contacts
Allow updating existing fields
When ON:
Updates mapped fields for contacts already in HubSpot (even if not created through Astra)
When OFF:
Does not update existing contact properties
Only applies summary updates as a note (if configured)
Step 5: Map fields (HubSpot → Astra)
Field mapping defines how data flows from Astra into HubSpot.
What you do
For each row:
Select a HubSpot contact property (left side)
Match it with an Astra field (right side)
What happens
When the action runs, Astra writes the mapped data to the corresponding HubSpot contact properties
Required fields
You must map the following field:
email
The action will not run without it.
Adding more fields
Click Map field to add additional mappings
You can map:
Standard properties (email, phone, name, etc.)
Custom properties from your HubSpot account
Note: Only supported fields and editable custom properties (text-like types) are available for mapping.
Creating new Astra fields
You can create new Astra fields while mapping.
These fields will:
Be available in the agent configuration
Appear as contact attributes for selection
Using the summary field
If a summary is provided:
Astra creates or updates a note on the contact with the conversation summary
If you also map a HubSpot property to Summary:
The same summary is written to that contact property
A note is still created and linked to the contact
What happens when the action runs
Here’s the end-to-end behavior:
Astra looks up a Contact using the mapped email
If no contact is found:
A new contact is created only if allowed by your settings
If a contact exists:
The contact is updated based on your configuration
If full updates are restricted:
Only the summary note may be added or updated
Additional feature: Offline Sync
Offline Sync allows the action to run after the conversation ends instead of during the conversation.
When enabled
The action runs once after the conversation is complete
Conversation end conditions
Text agent: 10 minutes after the last message
Voice agent: When the call ends
This is useful when you want to capture finalized information instead of updating data in real time.
What to do next
Once configured, your action will automatically:
Capture customer details from conversations
Create or update contacts in HubSpot
Keep your CRM data up to date without manual effort
You can now use this action as part of your automation workflows in Astra.