How Matching Works
How HubSpot matching works
DOE uses domains and emails to suggest safe first-time links. After you confirm a link, DOE saves the HubSpot record ID so later domain or email changes do not break the connection.
Account matching
DOE compares every usable DOE account domain with HubSpot company website and domain values. A safe automatic match requires one active DOE account and one clear HubSpot company.
| Situation | Result | What to do |
|---|---|---|
| One unique domain match | DOE can propose the company | Review and confirm it |
| Missing or invalid domain | DOE leaves the account unmatched | Correct it or use import, export, or manual connect |
| The domain appears on several records | DOE treats it as ambiguous | Open the records and choose manually |
| One HubSpot company is already linked to another DOE account | DOE blocks the second link | Review the existing mapping first |
| The DOE account is archived or inactive | It is not included in automatic matching | Restore and verify it before retrying |
One HubSpot company cannot be actively mapped to two DOE accounts in the same workspace.
Stakeholder matching
DOE first needs the parent DOE account to be connected to the correct HubSpot company. It then compares stakeholder and contact email addresses inside that company context.
| Situation | Result | What to do |
|---|---|---|
| One unique email match under the mapped company | DOE can connect the stakeholder | Review the parent company and confirm |
| No email | Automatic email matching is skipped | Import, export, or connect the contact explicitly |
| Duplicate email under the account | DOE does not choose a first result | Select the correct contact manually |
| The contact is already linked to another stakeholder | The new link is skipped | Review the existing mapping before changing it |
| The same email exists only under another company | DOE keeps the stakeholder unmatched | Check the parent account instead of forcing the link |
After a mapping is saved
Changing a domain or email does not automatically move the saved link to another HubSpot record. Disconnect the incorrect mapping first, then explicitly connect the correct record.
An intentionally disconnected record is not automatically reconnected later. This prevents corrected emails or domains from undoing a deliberate disconnect.
Pick the correct recovery action
- Correct the domain or email and select Re-run Mapping for a new safe match.
- Import when the HubSpot record should create or update a DOE record.
- Export when the DOE record should create or link a HubSpot record.
- Connect manually when both records already exist.
- Leave the record unmatched when you cannot confirm that both sides represent the same company or person.