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Auto-Sync

Auto-sync is Cooby's proprietary feature that allows users to automatically log all of their WhatsApp messages into HubSpot.

Once contacts are linked, they will have the ability to sync messages. Any 1-1 or group chats that this contact is a part of will be eligible to be synced to HubSpot.
Learn more about linking contacts

How Auto-sync turns on

Admins control Auto-sync for each member with the HubSpot Integration Permission toggle. Go to Settings and open Members to turn it on or off.

If you use Cloud Sync or the WhatsApp API

Auto-sync starts as soon as HubSpot Integration Permission is turned on for a member. Members do not need to install the Cooby extension or accept any Auto-sync prompt. All chats with linked contacts sync to HubSpot automatically.

If you use the Cooby extension

After an admin turns on HubSpot Integration Permission, each member accepts the Auto-sync prompt in the extension to start syncing.

Members will still be able to manually sync partial messages. Learn more about Manual-sync

Exclude contacts from Auto-sync

Auto-sync is enabled for all linked HubSpot contacts by default. To stop a contact's chats from syncing, block the contact in your workspace.

Go to Settings and open Blocked Contacts.
Click Block a contact.
Enter the contact's WhatsApp number and click Block. The number must match the contact's WhatsApp number exactly. For example, 886912345678 and 8860912345678 do not match because of the extra 0.

To sync a contact again, click Unblock next to their number.

What happens when you block a contact

Blocking applies to your whole workspace, so no team member can sync this contact.
Only 1:1 chats are blocked. Group chats that include this contact are not affected.
The contact's existing 1:1 chats are hidden from Workspace, not deleted. Messages sent while the contact is blocked are not synced.

Tip. Use this to exclude friends, family, or other personal contacts.

Auto-sync status

To know your current sync status, navigate to your HubSpot sidebar and click on the Sync Status button.

A popover will appear that shows your current sync status. "Sync complete" means that Cooby has synced your chats to HubSpot.

Messages may occasionally take a couple of minutes to show up

If you wish to sync the current messages immediately, you can click on the Sync now button and your most recent messages will be synced immediately.

Auto-sync frequency

Cooby syncs your messages to HubSpot every 15 minutes.

If you use the Cooby extension, syncing pauses when you close WhatsApp Web or your computer goes to sleep. When you open WhatsApp Web again, Cooby continues syncing from where it left off.

In some cases when the synced message volume is large, there will be some delays between “Sync complete” and seeing your messages on HubSpot.

We hope this document helps you better understand how Cooby works. For any concerns or questions regarding your HubSpot integration, kindly email us at support@cooby.co 💜

Updated on: 12/10/2026

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