Troubleshooting HubSpot error messages in your Koalify workflow actions

Most of these error messages come directly from HubSpot. Koalify surfaces them in your workflow action logs  so you can understand what happened and decide wether any action is needed. In many cases, the action retries automatically.

1. Check your workflow action logs

• In your HubSpot account, go to Automations > Workflows
• Open the workflow that includes the Koalify action
• Open the Actions logs of the workflow 
• Fitler the Events to only show the Errors

2. Common Error Messages

Error message	What it means	What to do
More than 250 identities on profile	The primary record would reach HubSpot’s native limit for merged record IDs.	If only a few duplicates are affected, you may want to delete unnecessary records instead of merging them. If those records contain valuable information, Koalify can work around this limit by using a hybrid merge.
Association configuration limits are exceeded in portal [portal ID] when merging [record ID] into [record ID] of object type [object type].	Merging the record would exceed your HubSpot portal’s association limits.	Review the record’s associations, reduce them if needed, and then try the merge again.
Loop detected while merging records	The merge would create a loop in record associations.	Check the records’ associations, remove the ones causing the loop, and try again
Can not merge companies due to the Salesforce integration	HubSpot did not allow company merges while the Salesforce integration is enabled.	No manual action is required. Koalify automatically switches to a hybrid merge when this happens.
Action failed because of the free trial limit of 100 merges.	You’ve reached the free trial limit of 100 duplicate merges in Koalify.	Upgrade to a paid Koalify account to continue merging.
No active subscription found for this object, please contact support@koalify.io to continue merging.	Your current plan does not include merging for this object type.	Email support@koalify.io with your HubSpot portal ID and the object you want to merge.
Action failed because HubSpot is being rate limited by the connected app, but will retry soon.	A rate limit was reached while data was being processed between HubSpot and Koalify.	No action is required. Koalify will retry the action automatically.
There was a problem completing this action. We didn't get a response from the connected app.	The request timed out while HubSpot was waiting for a response from Koalify.	No action is required. Koalify will retry the action automatically.

3. Records Stuck in a Workflow Action

If you reach the free trial limit (100 merges), new records may get stuck in the workflow. Once you upgrade to a paid plan, you’ll be able to start merging again:

1. Turn the workflow off: this will unenroll stuck records
2. Turn the workflow back on: make sure re-enrollment is enabled

Your records will re-enroll and continue merging without interruption.