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Multiple HubSpot users sharing the same LinkedIn account

How Hublead handles shared LinkedIn accounts

Hublead only relies on the HubSpot user who is connected, not on which LinkedIn account is being used.

Technically:

  • Each sync is tied to the HubSpot user ID connected to Hublead.
  • If two different HubSpot users log in to Hublead while using the same LinkedIn account, each of them can import the same LinkedIn conversation independently.
  • From Hublead’s perspective, these are two separate sync actions performed by two different HubSpot users, so HubSpot may end up with duplicate activities or records related to that same LinkedIn conversation.

Important:

Hublead does not detect or manage which LinkedIn account is behind the session. It only “sees” the HubSpot user performing the sync and logs the activity accordingly.

What this means in practice

If your team shares one LinkedIn inbox (for example, a shared sales or recruiting profile), and more than one HubSpot user uses Hublead with that LinkedIn account, you may see:

  • The same LinkedIn conversation imported more than once.

  • Duplicate timeline activities or similar contact/company records associated with that conversation.

This is expected behavior based on how Hublead associates activity with HubSpot users.

Best practices to avoid duplicates

To reduce or prevent duplicates when multiple people share one LinkedIn account, we recommend:

  1. Assign a primary HubSpot user for that LinkedIn inbox
    • Whenever possible, designate one HubSpot user as responsible for syncing conversations from a specific LinkedIn account via Hublead.
    • Other teammates can still view the conversations directly on LinkedIn, but only the designated user should perform the Hublead sync.
  2. Coordinate who imports what
    • If multiple HubSpot users must share the same LinkedIn account:
      • Agree internally on who syncs which conversations (e.g. by territory, deal owner, or time period).
      • Avoid situations where two users import the same conversation into HubSpot.
  3. Regularly review and clean duplicates in HubSpot
    • Use your standard deduplication process in HubSpot (contacts, companies, deals, or activities).
    • Periodically:
      • Identify and merge duplicate records.
      • Clean up any duplicate timeline activities created by multiple syncs of the same conversation.