Fix HubSpot test record issues in Zapier

When you build workflows in Zapier with HubSpot, you may see an error where the trigger cannot find any test records. This guide explains the common reasons this happens and how to fix each cause so your HubSpot data shows up correctly in your Zapier tests.

How HubSpot triggers work in Zapier

Before troubleshooting, it helps to understand how HubSpot triggers behave inside Zapier.

• Most HubSpot triggers look for existing records (contacts, companies, deals, tickets, etc.) to use as test samples.
• Some triggers only search for records created or updated within a certain time frame.
• The sample data you see in Zapier is pulled directly from your connected HubSpot account based on that trigger’s logic.

If Zapier cannot find sample data, it does not always mean the trigger is broken. Often, the issue is related to filters, record types, or how you are searching in HubSpot.

Common reasons Zapier cannot find HubSpot test records

There are several typical causes when HubSpot test data does not appear in Zapier. Work through each section to identify what matches your situation.

1. No matching records exist in HubSpot

The most frequent reason Zapier shows no test records is that there are no HubSpot objects that meet the trigger’s criteria.

Check the following in HubSpot:

• Confirm that the object type you are using (for example, Contact or Deal) actually has records.
• Verify that at least one record is recent if the trigger only looks at new or updated objects.
• Make sure required fields used by the trigger are populated.

After you confirm that data exists, return to Zapier and click the test or refresh button in the trigger step to pull in new samples.

2. HubSpot filters or views are too restrictive

Certain HubSpot triggers can be limited by lists, pipelines, stages, or other filters. If the filters are too narrow, Zapier may not find any matching records to use as samples.

To fix this:

1. Open HubSpot and locate any lists, pipelines, or filtered views you are using for the trigger.
2. Check the filter logic and confirm there are records currently included.
3. Temporarily broaden the filters (for example, include more stages or remove strict criteria).
4. Go back to Zapier and retest the trigger step.

If sample records appear after relaxing filters, you can refine your criteria again while ensuring at least one record always matches.

3. Recently created HubSpot records are not yet available

Sometimes you create a new test record in HubSpot and immediately try to pull it into Zapier, but nothing appears. This can happen because of short delays between HubSpot and Zapier.

Recommended steps:

• Wait a few minutes after creating or updating a record in HubSpot.
• Refresh your browser tab where Zapier is open, if needed.
• Click to retest or load more records in the trigger step.

If you still cannot see your new record, try editing it again in HubSpot (for example, update a property and save). Then repeat the test in Zapier.

4. Incorrect HubSpot account is connected to Zapier

If you manage multiple HubSpot accounts, Zapier may be connected to a different one from the account where you created your test records.

Verify the connection:

1. In Zapier, go to your connected accounts or the trigger step where HubSpot is selected.
2. Confirm that the displayed HubSpot account name or domain matches the account you use.
3. If it does not, reconnect HubSpot with the correct account and reselect it in the trigger.
4. Retest the trigger to pull in the correct data.

Using the correct HubSpot account connection usually resolves missing sample record issues quickly.

5. HubSpot user permissions or access limits

If the connected HubSpot user does not have sufficient permissions, Zapier may be blocked from reading certain records.

Check user access in HubSpot:

• Ensure the connected user has read access to the object type in question (for example, Contacts or Deals).
• Verify that any team or ownership restrictions do not hide records from that user.
• If necessary, ask a HubSpot admin to grant broader permissions.

After updating permissions, return to Zapier and run the trigger test again.

Step-by-step: test your HubSpot trigger in Zapier

Once you have reviewed the main causes, follow this structured process to test your HubSpot trigger inside Zapier.

Step 1: Confirm data in HubSpot

1. Log into HubSpot.
2. Navigate to the relevant object (Contacts, Companies, Deals, or Tickets).
3. Locate at least one record that should match your trigger conditions.
4. Update a simple property (for example, add text to a note) and save to ensure the record is clearly recent.

Step 2: Reconnect HubSpot in Zapier (if necessary)

1. Open your Zap in Zapier.
2. Click the HubSpot trigger step.
3. Check the connected account details.
4. If anything looks incorrect, click to reconnect or add a new HubSpot connection.
5. Authorize the app and reselect the correct HubSpot account.

Step 3: Retest the trigger in Zapier

1. In the trigger step, click the option to test or find records.
2. Wait while Zapier searches your HubSpot account.
3. If records appear, expand one sample to confirm the properties look correct.
4. Click to use this test record for the remaining steps of your Zap.

If records still do not appear, repeat the earlier troubleshooting sections, focusing on filters, permissions, and account selection.

Tips for reliable HubSpot automation in Zapier

To reduce future issues when testing HubSpot triggers and running automations in Zapier, use these best practices.

• Keep at least one example record in each pipeline or list you plan to use for testing.
• Document your filter logic in HubSpot so it is clear which records should match your Zap.
• Use naming conventions for test records (for example, prefix with “TEST-”) to find them easily.
• Retest your Zaps after major changes to HubSpot properties, pipelines, or permissions.

Use expert resources to optimize Zapier workflows

If you want deeper help building, documenting, and optimizing your automations, you can review expert resources and services. For advanced automation strategy and implementation guidance, visit Consultevo.

For the original support guidance on this topic from the app provider, see the official article about HubSpot test record issues in Zapier’s help center.

Summary: resolving HubSpot test problems in Zapier

When a HubSpot trigger cannot find test records in Zapier, the problem usually comes down to one of a few causes: missing or filtered-out records, delays in data availability, incorrect account connections, or restricted permissions. By checking each of these areas methodically and then retesting the trigger, you can quickly restore access to sample data and continue building reliable workflows.

Once your trigger returns valid test records, finish configuring the remaining steps in your Zap, turn it on, and monitor the first few runs to ensure that HubSpot data is flowing correctly through Zapier.

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