StaySynced (~)
StaySynced is a self-serve SaaS product built by Cloudfox that connects Concurrent (a property management system widely used in PBSA) to HubSpot CRM. It automatically syncs tenancy and booking data between the two platforms so operators see live tenancy information inside their CRM without manual exports or spreadsheets.
Why do PBSA operators need a PMS-to-CRM sync?
Most operators run two essential but separate systems: a property management system (PMS) such as Concurrent for contracts, tenancies, and payments, and a CRM such as HubSpot for contacts, pipelines, and communications. The problem is that these systems rarely talk to each other. Leasing teams cannot see tenancy status inside HubSpot, marketing teams cannot attribute bookings to campaigns, and operators end up maintaining two sets of records manually. In Cloudfox's experience working with operators in this sector, the data gap creates slower response times, missed renewals, and an inability to measure what is actually driving revenue.
What does StaySynced actually do?
StaySynced sits between Concurrent and HubSpot and handles the data pipeline automatically. When a tenancy is created, updated, or closed in Concurrent, StaySynced pulls that data and writes it into HubSpot as contacts, deals, or custom objects. The sync runs on a scheduled cadence so HubSpot stays current without any manual intervention. Onboarding is designed to complete in under ten minutes: connect your Concurrent API credentials, authenticate via HubSpot OAuth, and the first sync runs automatically with standard field mapping applied by default. Field mapping customisation is available in settings after onboarding.
Who is StaySynced for?
StaySynced is built for property operators in the PBSA and BTR sectors who are already running both Concurrent and HubSpot. The typical decision makers are Heads of Leasing, Sales Directors, Marketing Directors, and CRM Managers. Pricing is tiered by portfolio size:
- Starter (up to 1,000 rooms): £75 per month plus VAT
- Growth (1,001 to 3,000 rooms): £100 per month plus VAT
- Portfolio (above 3,000 rooms): £125 per month plus VAT
Annual plans are available at a discount across all tiers. A seven-day free trial is included, with a card required at sign-up.
What integration approaches does StaySynced use?
The platform uses two extraction methods depending on the operator setup. For Concurrent customers, StaySynced connects via the Concurrent API to pull structured report data, which is then transformed and pushed into HubSpot. For customers using PEX, a separate headless extraction engine handles report pulling using a scheduled, automated process before passing data through the same transformation and sync pipeline. This separation means the extraction layer and the HubSpot sync logic are maintained independently, reducing points of failure and making it easier to support multiple PMS sources over time.
Key takeaways
- StaySynced is a self-serve SaaS product built by Cloudfox that automatically syncs tenancy data from Concurrent into HubSpot CRM.
- It eliminates the manual data gap between PMS and CRM so leasing teams have live tenancy information without spreadsheet exports.
- Onboarding is designed to complete in under ten minutes, with standard field mapping applied automatically at first sync.
- Pricing is by portfolio size (Starter, Growth, Portfolio), with monthly and annual plans and a seven-day free trial.
- Cloudfox, as a HubSpot Platinum Solutions Partner, implements and supports StaySynced alongside full HubSpot implementations for PBSA and BTR operators.
How Cloudfox Helps With StaySynced
Cloudfox built StaySynced to solve a problem it encountered repeatedly during HubSpot implementations for PBSA operators: Concurrent held the tenancy data, HubSpot held the commercial relationships, and nothing connected them. As a HubSpot Platinum Solutions Partner that implements HubSpot for operators in this sector, Cloudfox is also the team that configures, onboards, and supports StaySynced for clients who need both systems running together. For operators already working with Cloudfox on a HubSpot implementation, StaySynced is the layer that makes the CRM genuinely operational rather than a manual admin overhead. Find out more at cloudfox.it/what-we-do.
Frequently Asked Questions About StaySynced
Does StaySynced work with any PMS, or only Concurrent?
StaySynced currently integrates with Concurrent and PEX. Concurrent is the primary integration, built for PBSA operators running HubSpot alongside it. PEX is supported via a separate extraction engine. Other PMS platforms are not currently supported.
How long does it take to get StaySynced set up?
Onboarding is designed to complete in under ten minutes. You connect your Concurrent API credentials, authenticate with HubSpot via OAuth, and the first sync runs automatically. Standard field mapping is applied by default so there is no configuration step required before data starts flowing.
What happens to our HubSpot data if the sync fails?
The StaySynced dashboard shows the status of every sync run, including the last successful sync, connection health, and any errors. If a sync fails, the dashboard flags it and you can trigger a manual re-sync. Your existing HubSpot data is not overwritten or deleted by a failed run.
Is StaySynced priced per user or per portfolio?
StaySynced is priced by portfolio size, not per user. The Starter plan covers up to 1,000 rooms at £75 per month plus VAT. Growth covers 1,001 to 3,000 rooms at £100 per month plus VAT. Portfolio covers above 3,000 rooms at £125 per month plus VAT. Annual plans are available at a discount across all tiers.
Do we need a HubSpot implementation before using StaySynced?
You need an active HubSpot portal to connect StaySynced. The product handles the Concurrent-to-HubSpot data pipeline, but it does not configure your HubSpot pipelines, deal stages, or contact properties for you. Operators who need a full HubSpot setup alongside StaySynced can work with Cloudfox on the implementation as a combined engagement.