Troubleshooting HubSpot backup and data recovery involves understanding both native capabilities and third-party solutions, as HubSpot’s built-in tools have significant limitations. The platform allows Super Admins to manually back up CRM data (contacts, companies, deals, etc.) through Settings > Data Management > Data Backup, but excludes critical elements like associations, activity data, and timeline events ^[1]. Backup frequency varies by subscription: Starter/Professional accounts can back up weekly, while Enterprise accounts can do so daily ^[1]. However, restoring data is restricted—requiring two-factor authentication—and native recovery is only possible within 90 days of deletion ^[4]. For data lost beyond this window or for comprehensive backups (including emails, attachments, and workflows), third-party tools like backHUB, ProBackup, Skyvia, or SysCloud are essential ^[2][6][8].

Key findings for effective troubleshooting:

• Native limitations: HubSpot’s built-in backups exclude activity data, associations, and workflow revision history, and only retain deleted data for 90 days ^[1][8].
• Third-party dependencies: Tools like Skyvia or ProBackup are required to automate backups of emails, attachments, and timeline activities, which HubSpot does not natively support ^[2][9].
• Recovery workflows: For deleted workflows, check the Recycle Bin within 90 days; beyond that, third-party snapshots (e.g., backHUB) are the only option ^[4][8].
• Preventive measures: Schedule regular manual exports (via HubSpot’s private beta feature) or integrate automated solutions to avoid data loss from imports or accidental deletions ^[5][7].

Step-by-Step Troubleshooting for HubSpot Backup and Recovery

1. Native Backup and Recovery: Capabilities and Limitations

HubSpot’s native backup system is accessible to Super Admins under Settings > Data Management > Data Backup, but its scope and flexibility are restricted. The process allows exporting CRM records (contacts, companies, deals, etc.) as CSV/zip files, but critical data like associations between records, email engagements, and activity timelines are excluded ^[1]. This gap means users cannot fully reconstruct relationships or historical interactions from a native backup alone.

For Starter and Professional subscriptions, backups can be initiated once per week, while Enterprise users can back up daily ^[1]. Recurring backups are only available for Enterprise accounts, requiring manual setup. To restore data:

• Navigate to Settings > Data Management > Data Backup and select a backup file.
• Two-factor authentication is mandatory for restoration ^[1].
• Limitations:
• Restored data overwrites existing records with the same unique identifiers (e.g., email addresses), risking unintended data loss ^[1].
• Deleted data is only recoverable within 90 days via the Recycle Bin; after this period, native recovery is impossible ^[4][8].
• Workflow revisions cannot be restored—only the latest version is retained ^[8].

Critical gaps in native backups:

• No automatic backup scheduling for Starter/Professional tiers ^[5].
• No protection against import errors: Users report losing data during list imports (e.g., replacing 300 companies with 200 new ones), with no native rollback option ^[3].
• Activity data (emails, notes, calls) is not included in backups, requiring third-party tools ^[9].

For users relying solely on native tools, manual exports (via the private beta feature) are the only option, but these lack automation and completeness ^[5][7].

2. Third-Party Solutions for Comprehensive Backup and Recovery

Given HubSpot’s native limitations, third-party tools fill critical gaps for automated backups, activity data preservation, and long-term recovery. These solutions address common pain points like accidental deletions, import failures, and workflow loss.

Key Third-Party Tools and Their Capabilities

• backHUB:
• Creates daily snapshots of all CRM data, including contacts, deals, and custom objects.
• Allows recovery of data deleted over 90 days ago, unlike HubSpot’s native Recycle Bin ^[4].
• Supports point-in-time restoration, enabling rollback to a specific date before data loss.
• ProBackup:
• Automates backups for workflows, emails, and attachments, which HubSpot excludes ^[6].
• Offers granular restore options (e.g., recovering a single deleted deal without overwriting other data).
• Integrates with HubSpot’s API for real-time syncing ^[2].
• Skyvia:
• Backs up timeline activities (sales emails, notes, calls) and custom objects ^[9].
• Supports scheduled daily backups and manual exports ^[10].
• Provides a searchable archive for quick recovery of specific records.
• SysCloud:
• Specializes in workflow recovery, including deleted automation rules and revision history ^[8].
• Enables bulk restore of multiple workflows simultaneously.
• Retains deleted workflows indefinitely, unlike HubSpot’s 90-day limit.

When to Use Third-Party Tools

• Data deleted over 90 days ago: Native recovery is impossible; tools like backHUB or SysCloud are required ^[4][8].
• Activity data loss: HubSpot does not back up emails, notes, or calls—Skyvia or ProBackup are necessary ^[2][9].
• Workflow disasters: Accidental deletion or corruption of automation rules requires SysCloud or ProBackup for revision recovery ^[6][8].
• Import errors: If an import overwrites critical data (e.g., replacing 300 companies with 200), third-party snapshots allow selective restoration ^[3].

Implementation Steps

1. Assess needs: Identify which data types (e.g., workflows, emails, deals) require backup beyond HubSpot’s native capabilities.
2. Select a tool: - For CRM records + activity data: Skyvia or ProBackup. - For long-term deletion recovery: backHUB. - For workflow protection: SysCloud.
3. Set up automation: - Configure daily/weekly backups in the third-party tool. - Test restoration of a sample record to verify integrity.
4. Monitor and audit: - Regularly check backup logs for failures. - Use tools like SysCloud to compare backup snapshots with live data for discrepancies.

Cost Considerations

• Native backups: Free but limited (no activity data, 90-day recovery window).
• Third-party tools: Pricing varies:
• backHUB: Starts at $29/month for basic CRM backup ^[4].
• Skyvia: $19/month for automated daily backups ^[9].
• SysCloud: $4/user/month for workflow and data protection ^[8].