HubSpot’s automation, data quality tools, and diagnostics can detect and correct many day-to-day faults - from sync errors and workflow misfires to token glitches and deliverability risks. A dedicated HubSpot support agency adds governance, testing, and rapid escalation so issues are fixed quickly and prevented from recurring.
HubSpot delivers results when data, automation, content, and reporting work in concert. Small misconfigurations, however, can trigger sync failures, misrouted emails, broken dashboards, and missed handoffs that stall the pipeline and frustrate teams. Below are the ten issues support teams encounter most often, along with the exact steps HubSpot partner agency support provides to diagnose root causes, apply the right configuration changes, validate with targeted tests, and put safeguards in place, so you can keep campaigns moving with confidence.
1) Data Sync Failures between HubSpot and Third-Party Tools
The problem
When contacts, deals, or companies fail to synchronise, workflows break, and teams lose visibility.
Solution in HubSpot
- Audit integration logs to identify error codes and affected records.
- Confirm API credentials and permissions for both HubSpot and the third-party system.
- Re-map field associations to ensure data formats match on both sides.
- Execute a controlled re-sync of a sample record.
- Monitor the full synchronisation and set up automated alerts for future failures.
2) Misconfigured Workflows Causing Unintended Actions
The problem
Faulty triggers or branching logic can send the wrong emails or update properties incorrectly.
Solution in HubSpot
- Review each workflow’s enrolment triggers and goal criteria.
- Simulate contact journeys using test records.
- Correct branching logic and remove redundant or conflicting if/then branches.
- Reactivate the workflow in draft mode for a limited segment.
- Analyse execution history to confirm that only intended actions occur.
3) Inaccurate Reporting Dashboards
The problem
Teams rely on dashboards that may display outdated, duplicated, or missing metrics.
Solution in HubSpot
- Inventory all reports and identify discrepancies against source data.
- Validate data filters, date ranges, and custom report configurations.
- Optimise report queries to exclude duplicates and irrelevant records.
- Rebuild any corrupted reports using consistent metric definitions.
- Schedule automated report updates and grant stakeholders read-only access.
4) Email Deliverability Problems
The problem
Marketing emails often land in spam folders or bounce, reducing the campaign's impact.
Solution in HubSpot
- Examine bounce logs and spam-filter feedback.
- Confirm domain authentication (SPF, DKIM and DMARC) is correctly set up.
- Test email HTML for coding issues or black-listed links.
- Segment recipients to focus first on engaged contacts.
- Run seed-list tests and adjust send cadence to improve sender reputation.
5) Slow Page Load Speeds on HubSpot-Hosted Landing Pages
The problem
Pages built in HubSpot may load slowly, harming user experience and conversion rates.
Solution in HubSpot
- Perform a speed audit using tools such as Google PageSpeed Insights.
- Optimise images and enable lazy-loading for media assets.
- Minify CSS and JavaScript and defer non-critical scripts.
- Leverage HubSpot’s built-in caching and CDN settings.
- Retest load times and confirm improvements across devices.
6) Incorrect Contact Segmentation
The problem
Lists or smart lists that miss key contacts or include the wrong ones lead to wasted outreach.
Solution in HubSpot
- Review segmentation criteria, including contact properties and behavioral triggers.
- Check whether date-based criteria (e.g., visit dates) are correctly formatted.
- Test segment queries against known test contacts.
- Update criteria to align with marketing or sales objectives.
- Implement a regular audit schedule to maintain segment accuracy.
7) Tokens and Personalisation Tokens Not Rendering Correctly
The problem
Email or template tokens display as instead of the contact’s actual name.
Solution in HubSpot
- Verify token syntax against HubSpot’s documentation.
- Ensure the relevant contact property is populated for targeted recipients.
- Inspect the email or page template to confirm tokens are placed in editable modules.
- Send test emails to contacts with known property values.
- Publish corrected templates and monitor any further token errors.
8) Integration of Custom Objects or Properties
The problem
Clients need bespoke data structures but encounter errors when creating or mapping them.
Solution in HubSpot
- Gather business requirements for the custom object or property.
- Define object schema, associations, and display settings in HubSpot.
- Use the HubSpot API or custom import to populate initial data.
- Test CRUD operations (Create, Read, Update, Delete) via API and UI.
- Document the custom object’s use and provide training for end users.
9) Duplicate Records and Data Hygiene
The problem
Duplicates inflate contact counts and cause confusion in reporting and outreach.
Solution in HubSpot
- Run HubSpot’s native duplicate management tool to identify pairs.
- Use custom deduplication rules based on email, phone number or custom IDs.
- Merge duplicates after auditing related activities and associations.
- Establish validation rules and automated duplicate prevention workflows.
- Schedule periodic data hygiene checks and implement regular HubSpot CRM maintenance to champion best practices.
10) Misaligned Sales - Marketing Handoff Processes
The problem
Leads stagnate when lead scoring, SLAs, and handoff tasks are undefined or broken.
Solution in HubSpot
- Map the end-to-end lead lifecycle, noting ownership transitions.
- Define clear scoring criteria and thresholds for MQLs and SQLs.
- Configure automated notifications and tasks for new qualified leads.
- Implement a service-level agreement between teams with measurable KPIs.
- Monitor handoff success rates via pipeline reports and adjust as required.
Conclusion: Fix Fast, Prove the Fix, Prevent Repeat Issues
Each resolution sequence is designed to diagnose the root cause rapidly, apply the right configuration or code changes, validate with targeted testing, and institute monitoring to prevent recurrence - exactly the type of process delivered through HubSpot technical support services. Treating these ten areas as an ongoing governance routine keeps your data trustworthy, your campaigns on track, and your teams confident in the system. Over time, this disciplined approach not only reduces downtime but also ensures better adoption across teams. Businesses that invest in proactive troubleshooting with a HubSpot support agency can transform their platform into a consistent growth enabler.
HubSpot Support with Vajra Global
Vajra Global provides certified HubSpot managed services that prioritise fast diagnosis, clean configuration, and preventative controls. Our team delivers HubSpot ongoing support covering day-to-day fixes, health checks, and change requests across CRM, marketing, sales, and CMS, all of which are backed by clear SLAs, release notes, and user training. As a HubSpot Platinum Partner, we bring proven expertise and experience to ensure your platform always delivers value. If you want reliable outcomes without the guesswork, we can step in as your on-call HubSpot partner or augment your in-house team.
