For many associations and membership-based organizations, Protech is the operational hub. It holds all the critical data like memberships, renewals, certifications, and engagement history. Meanwhile, HubSpot drives sales and marketing efforts, helping attract leads and close deals. Syncing these systems gives your team better visibility and reduces gaps in your workflows.
This guide shows you how to integrate Protech with HubSpot using a one-way sync powered by HubSpot Operations Hub, no coding needed. You’ll learn how to keep your data clean and connected, and follow step-by-step instructions to activate your sync.
By the end, you’ll have a fully functional HubSpot integration that enhances team alignment, keeps your CRM data clean, and reduces manual work. Get ready to make your systems work together for smoother workflows and more accurate insights.
What is Protech?
Protech is a CRM built on Microsoft Dynamics 365. It’s used by associations, nonprofits, and membership-based groups to manage contacts, renewals, certifications, payments, and event attendance.
It holds important data, but it’s built more for internal operations than for sales or marketing. If your marketing team wants to email members with certifications expiring in 30 days, they’ll need to dig into Protech or request a manual export. That slows things down.
Why Sync Protech with HubSpot?
Protech holds your operational data. HubSpot is where your marketing and sales happen. But they don’t talk to each other unless you connect them.
Syncing gives HubSpot access to the data your team needs without replacing Protech. A one-way sync sends selected fields from Protech to HubSpot so your team can use that information without relying on spreadsheets or manual updates. With Operations Hub, you can sync the two; no custom API is required.
Here’s what syncing actually helps you do:
Segment Contacts by Status: You can create smart lists based on synced fields, like certifications expiring soon or lapsed memberships, so you can send targeted messages without pulling a report every time.
Trigger Workflows When Data Changes: If someone renews, HubSpot can mark them as “Active.” If they lapse, they’re flagged as “At Risk.” You can trigger emails or assign follow-up tasks based on those changes.
Align Sales and Marketing: Everyone works from the same contact record inside HubSpot. You’ll see emails sent, deals opened, and membership status, all in one place.
Build Reports Without Exporting: Need to see which new members from a certain industry engaged with a campaign? You can build that report directly in HubSpot, using synced Protech data.
Keep Protech as the Source of Truth: HubSpot acts as the working CRM, but Protech stays in charge of the data. Updates to names, roles, or membership tiers should still happen in Protech. HubSpot just listens.
What if you need a two-way sync? This guide focuses on one-way sync from Protech to HubSpot. If you’re looking for a setup where both systems update each other, we break that down in our NetSuite + HubSpot Integration Guide. That’s where we cover how to manage data ownership across departments.
One-Way vs. Two-Way Sync: What’s the Difference?
Before you connect Protech and HubSpot, decide how data should flow. Will it move one way, from Protech to HubSpot, or both ways between systems?
That decision affects how updates are handled, who owns the data, and how much oversight your team needs.
| Feature | One-Way Sync (Protech → HubSpot) | Two-Way Sync (Both Directions) |
|---|---|---|
| Data Flows | From Protech to HubSpot only | Between Protech and HubSpot |
| Control | Simple setup, less oversight needed | Complex, requires strict sync rules |
| Overwrite Risk | Low; HubSpot can’t change Protech data | Higher; conflicts and overwrites can happen |
| System of Record | Protech | Shared; needs clear ownership per field |
| Best For | Sales and marketing visibility | Operational coordination and data syncing |
Why Choose a One-Way Sync?
A one-way sync keeps things cleaner. HubSpot becomes the surface your teams work on, while Protech stays in charge of the data. With a two-way sync, you’re giving both platforms editing rights, which is helpful in complex setups, but harder to manage without strict rules.
Pros and Cons of a One-Way Sync Setup
One-way sync works well when you want HubSpot to show data from Protech, not change it. HubSpot becomes your team’s workspace, while Protech remains the system of record. It’s simpler to manage, and there’s less risk of data conflicts. But you still need a plan to keep things clean and current.
Pros of One-Way Sync:
Fewer Data Conflicts: Because HubSpot can’t overwrite Protech, you avoid sync errors and conflicting updates.
Clear Team Roles: Sales and marketing can work in HubSpot without worrying about editing core data. They see what they need (certifications, membership status, renewal info), but changes happen in Protech.
Keeps Protech in Control: Protech remains the official source of truth. That helps with compliance, audit trails, and operational consistency.
Cons of One-Way Sync (and How to Handle Them):
HubSpot Doesn’t Reflect Deleted or Changed Protech Records Automatically: If a contact is removed or updated in Protech, it won’t instantly change in HubSpot unless you’ve built a process for it.
Outdated HubSpot Records Can Linger: If someone’s certification expires or status changes, HubSpot won’t always catch it. You’ll need workflows to flag or archive outdated records.
One common workaround is using workflows in HubSpot to automatically mark stale contacts as “non-marketing” or archive them. That way, they’re excluded from outreach but still available if needed later.
Most organizations don’t need a full two-way sync. If your goal is sales and marketing visibility, a one-way sync is usually enough, as long as HubSpot stays read-only for synced fields. If your team starts editing synced fields in HubSpot, you’ll end up with two sources of truth and a mess to clean up later. Let Protech stay in charge. Use HubSpot as the place to take action, not to manage records.
What to Know Before You Sync: Prerequisites + Setup Planning
Don’t skip the prep. A one-way sync only works if your data and your team are ready. The sync setup itself is simple. What takes effort is deciding what to sync, why it matters, and who owns what.
What to Do First
Check Access: Make sure you have Dynamics 365 credentials with read access to the fields you want to sync. If IT manages permissions, get ahead of it; access issues can stall your setup.
Clean Up Protech Data: Fix duplicates, fill in missing emails, and update stale records. If the data in Protech is messy, you’ll just copy the mess into HubSpot.
Choose What to Sync: Only sync what your sales or marketing teams need. Think: renewal dates, member types, and certification status. Leave out internal or financial data that doesn’t need to live in HubSpot.
Define Ownership: Who updates what and where? For example: Does Ops update membership status in Protech? If sales learns a contact left the company, do they flag it in HubSpot or notify ops?
Align Before You Connect
Most sync problems aren’t technical. They come from teams that are not being aligned. One team assumes something syncs. The other assumes someone else is managing it. The result? Confusion and mistrust.
Avoid that. Create a shared doc or whiteboard to outline:
What fields are syncing
In which direction does the data flow
Who owns each piece
It doesn’t need to be complex. It just needs to be clear.
HubSpot Plan Requirements
If you’re syncing standard contact properties, HubSpot Professional + Operations Hub is usually enough.
But if you need to sync custom objects (like certifications or memberships), you’ll need HubSpot Sales or Service Enterprise.
Step-by-Step: How to Integrate Protech with HubSpot Using Operations Hub
Here’s a simple guide to connect Protech (via Dynamics 365) to HubSpot using a one-way sync. It’s not overly technical, just the practical steps for getting it done.
1. Go to the HubSpot App Marketplace
In HubSpot, go to the App Marketplace. Search for Microsoft Dynamics 365, which connects to Protech behind the scenes.
2. Install the Dynamics 365 Connector
Click install, follow the prompts, and make sure you’re logged into a HubSpot account with integration permissions. You don’t need to write any code or build anything custom since this is a native connector built to work with Operations Hub.
3. Log in with Your Dynamics 365 Credentials
Authenticate using your Dynamics credentials, not just Protech. If you’re unsure which account to use, check with your admin. Ensure you have access to the objects and fields you want to sync (Contacts, Companies, etc.).
4. Set the Sync Direction to One-Way
Choose one-way sync from Protech → HubSpot. This setup reads data from Protech and sends it to HubSpot. Nothing in HubSpot can push back into Protech, which is exactly what keeps Protech clean and untouched.
5. Select Objects to Sync
Start with Contacts. You can also sync Companies if needed. If membership data is tied to Contacts, syncing just the Contact object might be enough.
6. Map the Right Fields
This is where the real decisions happen. Only map the fields your team will use inside HubSpot. That might include name, email, member type, renewal date, or custom fields tied to engagement. Skip financial or internal fields that don’t belong in sales or marketing workflows.
7. Set the Sync Frequency and Turn It On
HubSpot lets you choose how often it pulls data: every 15 minutes, hourly, or daily. Choose based on how frequently your Protech records change. Once it’s live, HubSpot will continuously read from Protech and update your HubSpot database.
Important Notes You Shouldn’t Skip
HubSpot Only Read, It Doesn’t Write: This sync setup doesn’t push changes back to Protech. That’s intentional. It protects your source of truth and prevents accidental edits from the HubSpot side.
Use a Sandbox or Static List First: Before syncing your full database, test with a small list. Check your field mappings and make sure the data looks right before going live.
Plan for Maintenance: Things change. Fields get renamed, and new data points get added. Review your sync setup every few months. It only takes 15 minutes but can save hours of cleanup.
Map the Flow: Plan Your Data Flow Before You Sync
Syncing Protech to HubSpot isn’t just a switch you flip. It’s about knowing what’s moving, where it’s going, and who’s using it. A simple data flow map helps avoid confusion and keeps teams aligned.
How to Build Your Data Flow Map
Choose the Source of Truth: Decide which system owns the data. In a one-way sync, that’s Protech. HubSpot just receives data—no edits go back.
Use a Visual Tool: Don’t keep it in your head. Use something like Lucidchart, Miro, or a shared doc to sketch the flow. Show what objects sync, what fields move, and who uses them.
List the Objects You’ll Sync: Start with Contacts, Companies, and Memberships. Add any custom objects tied to your setup. Skipping this step leads to missed fields later.
Label Fields Clearly: If Protech has “Member_Status” and HubSpot has “Membership Tier,” flag that mismatch early. Even if the data fits, inconsistent naming leads to bad filters and confusing reports. Use field naming conventions like prefixes (e.g., “PT_”) to keep synced fields easy to spot.
Flag Fields That Don’t Sync Cleanly: Some fields won’t transfer well due to formatting or relevance. Mark them so no one expects them in HubSpot.
Define How Updates Work: If a renewal date changes in Protech, what happens in HubSpot? Does it trigger an alert, a status change, or something else? Map that logic.
Clarify Internal Ownership: Note who relies on each field. Marketing might care about email. Sales might focus on a region or the last activity. Clear ownership prevents confusion.
Include Workflows and Automations: If synced data triggers actions, like tagging lapsed members or notifying sales, add those to the map. It shows how the data is actually used.
Build your map using a tool your team already uses. Keep it simple, and update it over time. It just needs to be clear enough to show how your data moves and who’s responsible for what.
Ensure Data Quality for Better Automation
If your Protech data is messy, HubSpot won’t fix it, and it’ll just carry the mess over. Clean, consistent data is the foundation for reliable automation, reporting, and segmentation. Fix what you can before syncing.
What to Tidy Up First
Remove Duplicates in Protech: If the same contact shows up three times in Protech, HubSpot sees them as three different people. That causes duplicate emails, bad reporting, and messy workflows. Merge or delete them first.
Run a Quick Data Audit: Export a list of contacts from Protech. Look for blank fields, outdated emails, or inconsistent formatting. Even a simple Excel review can catch the obvious issues.
Standardize Names and Picklist Values: Be consistent with labels. “VIP” and “vip member” aren’t the same to HubSpot. Decide on one format for key fields like Membership Type or Event Status, and stick to a single naming format.
Use HubSpot’s Deduplication Tools (if available): After syncing, HubSpot can help you find and merge duplicate contacts based on email, name, or company. It won’t catch everything, but it helps.
Only Sync What Matters: If a Protech field isn’t used by marketing or sales, don’t bring it into HubSpot. Fewer fields mean less noise and less cleanup later.
If you’re working with a team, show a “before and after” example of a cleaned contact record. It makes expectations clear and shows why the cleanup step matters.
Getting the Most from Protech Data in HubSpot
You’ve synced the data. Now put it to work. Use it to segment, automate, and inform your teams. The value comes from how you apply the data, not just syncing it.
Use Protech Fields to Drive Real Activity Inside HubSpot
Segment Lists: Build lists based on synced fields like Membership Status, Renewal Date, or Chapter Affiliation. Want to target only Professional Members? Use those fields to filter. Great for reminders, campaigns, or reporting.
Automate with Workflows: Trigger actions when data changes. A new Active Member? Assign them to sales or send a welcome email. If someone lapses, start a re-engagement track or mark them unqualified.
Update Lifecycle Stages and Lead Status: Let Protech field changes drive updates to lifecycle stages or lead statuses. When someone pays dues or attends an event, HubSpot can automatically push them down the funnel.
Notifications and Assignments: Notify sales when a high-value member joins. Or notify customer success when someone’s renewal date is 30 days out. Protech holds the data, and HubSpot helps route it to the right person.
Lead Scoring: Add points when someone renews or attends a major event. Protech fields help you measure real activity and adjust scores accordingly.
Reports and Dashboards: Build dashboards that track member status, engagement, or funnel movement. Want to know how many lapsed members rejoin in 90 days? You can.
Custom Objects (if using Sales Hub Enterprise): Tracking Certifications, Donations, or Events in Protech? Bring them into HubSpot as custom objects. You’ll get better filters, reports, and automation all connected to your contact records.
Avoid These Common HubSpot Integrations Mistakes
HubSpot-Protech integrations break down in quiet, costly ways, usually from small mistakes. A record gets deleted. Documentation goes out of date. Small oversights like these can quietly break your sync. To keep things running smoothly, build good habits, not just settings.
Mistake #1: Deleting Records in Protech
Deleting a contact in Protech doesn’t remove it from HubSpot. The record sticks around, disconnected and outdated. Worse, if the ID is reused, it can cause sync errors.
What to Do Instead: Use a custom status like “Archived” in Protech. Then create a HubSpot workflow to suppress or downgrade the contact.
Mistake #2: Forgetting Internal Documentation
When something breaks, no one remembers which fields sync, what they mean, or who owns them.
What to Do Instead: Document your sync logic: field mappings, data ownership, and sync frequency. Store it somewhere accessible and review it regularly.
Mistake #3: Assuming Sync is Real-Time
Operations Hub can sync data frequently, but not instantly. If your team expects immediate updates, they may act on outdated info and create confusion.
What to Do Instead: Set expectations. If you’re syncing hourly or daily, make that clear in internal workflows. Use custom properties or timestamps in HubSpot to show when data was last updated.
Other Practical Tips Worth Following
Start Small: Test the sync with 10–20 records first. It’s easier to spot field mismatches or broken automations early.
Make Sync Settings Visible: Don’t keep data logic hidden in someone’s inbox. Store it in a shared doc or wiki for anyone working in HubSpot.
Check Sync Logs Weekly: Use HubSpot’s sync sidebar to review errors or skipped records. Don’t wait for someone to notice something’s off.
Export Before Major Changes: Before updating sync rules or field mappings, back up your data. If something breaks, you’ll have a way to recover.
A Simple, Smart Way to Connect Systems Without an API
When teams don’t share the same data, decisions fall apart. A one-way sync from Protech to HubSpot fixes that, without needing an API or custom code. This sync gives sales and marketing a shared view of the member or customer journey. No workarounds. No waiting on developers. Just the fields that matter, brought into HubSpot where your team can use them.
Once the data’s in, teams can stop guessing. They’ll see who’s an active member, who attended events, and where each contact is in the journey without logging into another tool.
It also keeps your CRM clean. By syncing only what you need and cleaning records beforehand, you avoid cluttered lists, broken filters, and misleading reports. Workflows run smoothly. Reporting makes sense.
Your CRM should be useful, not confusing. A one-way sync is a simple step that brings clarity across teams.
Need help getting started? Whether you’re mapping data, prepping Protech, or setting up workflows in HubSpot, we’re here to help. Let’s talk about your sync project.
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Frequently Asked Questions (FAQs)
Can HubSpot write data back to Protech?
No, this one-way sync only moves data from Protech to HubSpot. For HubSpot to update Protech, you’d need a custom API connection or a middleware platform like Workato or Make.
What happens if a contact is updated in HubSpot?
Changes in HubSpot won’t sync back to Protech. The sync is one-way, so any updates in HubSpot stay there unless manually synced into Protech.
Does this integration support custom Protech objects?
Only basic objects like Contacts and Companies are supported. For custom objects (e.g., Memberships or Certifications), you’ll need HubSpot’s Sales Hub Enterprise or a workaround using custom fields.
Can I set up a two-way sync between Protech and HubSpot?
Not directly. Protech doesn’t support a two-way sync or open API for this. Operations Hub only supports one-way data flows unless both systems offer bidirectional APIs.
Can I use Zapier instead of Operations Hub?
Yes, but it’s usually clunky. Zapier works best for light automation. Operations Hub is more stable for syncing data and managing field updates.
