Everything NoteLinker can do
A reference for what NoteLinker supports, how syncing actually works, and what to do when something looks off.
Ready to set up? Start the 5 minute setupCapabilities
What NoteLinker supports out of the box.
Notes
Sync contact notes
Notes from your Notion database land on the matching contact's timeline in HubSpot.
Sync deal notes
Notes attached to a Deal Name in Notion appear on the matching HubSpot deal's timeline.
Bulk sync
Sync many existing rows at once. Backfill your historical notes without going one by one.
Manual sync from Notion
Check the Sync to HubSpot box on a row to push it. No buttons, no extra tools.
Contacts and Deals
Create HubSpot contacts
If a Notion row has an email that does not exist in HubSpot, NoteLinker creates the contact for you.
Delete contacts from the dashboard
Remove a synced contact from the NoteLinker dashboard and it is removed from HubSpot too.
Auto match by email
Notes attach to existing HubSpot contacts based on the Client Email field in Notion.
Exact deal name matching
Deal notes attach to the HubSpot deal whose name matches the Deal Name field in Notion.
Workspace
Use any existing Notion database
Add three properties to a database you already use. No need to start fresh or migrate data.
Granular Notion access
NoteLinker only sees the pages and databases you select during the Notion authorization step.
Multi user teams
Multiple teammates can sync from the same database. Connect HubSpot and Notion once at the business level.
Connect in under 5 minutes
OAuth into HubSpot, OAuth into Notion, prepare your database. That is the whole setup.
New to NoteLinker? Follow the 5 minute setup guide to get your Notion database connected.
Sync Behavior
How notes flow from Notion to HubSpot, and what happens at the edges.
- What happens if I edit a Notion note after it has synced?
- The note updates in place on the HubSpot timeline. NoteLinker does not create a duplicate. Your most recent version in Notion is always what shows up in HubSpot.
- Is rich text formatting preserved in HubSpot?
- No. Notes sync as plain text. Bold, italics, headings, bullet styles, embedded images, and other Notion formatting are not carried over to the HubSpot timeline. Plain links and line breaks come through.
- Can I sync many notes at once?
- Yes. NoteLinker supports bulk syncing, so you can backfill an entire database of historical notes without checking one box at a time.
- What happens if I uncheck "Sync to HubSpot" after a note has already synced?
- Nothing on the HubSpot side. The note stays on the contact or deal timeline. To remove a synced note or contact from HubSpot, delete it from the NoteLinker dashboard. That removal flows through to HubSpot.
- How quickly do notes sync after I check the box?
- Within a few seconds. The note appears on the matching contact or deal timeline in HubSpot almost immediately.
- What happens if the email does not match any HubSpot contact?
- NoteLinker creates a new HubSpot contact with that email address automatically, then attaches the note to it.
- Does the Deal Name need to match exactly?
- Yes. The Deal Name property in Notion must match the name of an existing HubSpot deal exactly. If multiple deals share the same name, NoteLinker uses the most recently created one.
- Can multiple people sync from the same database?
- Yes. HubSpot and Notion are connected at the business level, so your team only authorizes once. Any teammate with access to the Notion database can sync rows from it.
Troubleshooting
Common things that go wrong and how to fix them.
My note never appeared on the HubSpot timeline.
Likely cause. Either the "Sync to HubSpot" checkbox is not checked, the Client Email field is empty, the database is not connected in the Integrations tab, or your subscription is inactive.
Fix. Open the row in Notion and confirm Client Email is filled and Sync to HubSpot is checked. Then visit your dashboard, go to the Integrations tab, and confirm the Notion database is connected. If it is not, reconnect Notion and select that database.
A new contact was created in HubSpot instead of attaching the note to an existing one.
Likely cause. The email in Notion does not exactly match any existing HubSpot contact. NoteLinker matches by email, so a typo or capitalization difference creates a new contact.
Fix. Update the Client Email field in Notion so it matches the HubSpot contact's email exactly, then re-sync. Delete the duplicate contact from the dashboard if you want to remove it from HubSpot too.
A deal note did not attach to the right deal in HubSpot.
Likely cause. The Deal Name property in Notion must match an existing HubSpot deal name exactly. If no deal matches, the note will not attach.
Fix. Open the deal in HubSpot, copy its name, paste it into the Deal Name field in Notion, then re-check Sync to HubSpot. If multiple deals share the same name, NoteLinker will use the most recently created one.
I cannot connect HubSpot during onboarding.
Likely cause. Connecting HubSpot requires admin or super admin permissions on the HubSpot account.
Fix. Ask your HubSpot account owner or an admin to complete the OAuth step. Once HubSpot is connected at the business level, the rest of your team can use NoteLinker without needing admin access.
My Notion database is not showing up after authorization.
Likely cause. During the Notion OAuth step, Notion only grants access to the specific pages and databases you select. If you missed selecting the database, NoteLinker cannot see it.
Fix. Go to the Integrations tab in your dashboard, reconnect Notion, and on the Notion authorization screen explicitly select the database you want to sync.
Still stuck? Email michael@notelinker.com or use the chat bubble in the bottom right corner.