Activity Occurrences → HubSpot Deals

Last updated: May 29, 2026

What this is

An Activity Occurrence is one specific time slot of a SmartRec Activity — for example, "Toddler Swim Lessons on May 14, 2026 at 10:00 AM." In SmartRec, occurrence and event mean the same thing.

Each occurrence is synced to HubSpot as a Deal in the Activity Occurrence stage of the default pipeline. The deal is linked to its parent Activity (Course) and Location (App Object), as well as to the Contacts of any participants.

Tip: If you're trying to understand a single class registration (one person signing up), see Registrations → Appointments. Activity Occurrences are the time slots; Registrations are the sign-ups.

When it syncs

Scheduled — daily at 4:15 AM local time via GET /events
Window — last 24 hours through 30 days into the future
(No webhook for occurrences. No historical backfill — coverage starts the morning after setup.)

Field mapping

SmartRec field	HubSpot property	HubSpot label	Property group	Type
`Title`	`dealname`	Deal Name	`dealinformation`	String
HubSpot `default` pipeline	`pipeline`	Pipeline	`deal_activity`	Enumeration
HubSpot "Activity Occurrence" stage	`dealstage`	Deal Stage	`deal_activity`	Enumeration
`Price` or `Price × Participants`	`amount`	Amount	`deal_revenue`	Number
`Start`	`closedate`	Close Date	`dealinformation`	Datetime
`Id`	`smartrec_activity_occurrence_id`	Activity Occurrence ID (unique)	`smartrec_activity_occurrence`	String
`Start`	`smartrec_activity_occurrence_start`	Activity Occurrence Start	`smartrec_activity_occurrence`	Datetime
`End`	`smartrec_activity_occurrence_end`	Activity Occurrence End	`smartrec_activity_occurrence`	Datetime
`AllDay`	`smartrec_activity_occurrence_all_day`	All Day	`smartrec_activity_occurrence`	Boolean checkbox
`State`	`smartrec_activity_occurrence_state`	Activity Occurrence State	`smartrec_activity_occurrence`	Enumeration
`Tags[].Name`	`smartrec_activity_occurrence_tags`	Activity Occurrence Tags	`smartrec_activity_occurrence`	Enumeration (checkbox)
`Staff[].{FirstName} {LastName}`	`smartrec_activity_occurrence_staff`	Activity Occurrence Staff	`smartrec_activity_occurrence`	Enumeration (checkbox)
`Staff[].Id`	`smartrec_activity_occurrence_staff_ids`	Activity Occurrence Staff IDs	`smartrec_activity_occurrence`	String (semicolon-separated)
`Location.Id`	`smartrec_location_id`	Location ID	`smartrec_activity_occurrence`	String
`Activity.Id`	`smartrec_activity_id`	Activity ID	`smartrec_activity`	String
`Activity.Name`	`smartrec_activity`	Activity	`smartrec_activity`	String
`Activity.ProgramName`	`smartrec_activity_program`	Activity Program	`smartrec_activity`	String
`Activity.ProgramId`	`smartrec_activity_program_id`	Activity Program ID	`smartrec_activity`	String
`Activity.CategoryName`	`smartrec_activity_category`	Activity Category	`smartrec_activity`	String
`Activity.CategoryId`	`smartrec_activity_category_id`	Activity Category ID	`smartrec_activity`	String
`Activity.SubCategoryName`	`smartrec_activity_sub_category`	Activity Sub Category	`smartrec_activity`	String
`Activity.SubCategoryId`	`smartrec_activity_sub_category_id`	Activity Sub Category ID	`smartrec_activity`	String
`Activity.Status`	`smartrec_activity_status`	Activity Status	`smartrec_activity`	Enumeration
`Activity.HasDropInEnabled`	`smartrec_activity_has_drop_in_enabled`	Activity Has Drop In Enabled	`smartrec_activity`	Boolean checkbox
`Activity.HasSessionEnabled`	`smartrec_activity_has_session_enabled`	Activity Has Session Enabled	`smartrec_activity`	Boolean checkbox
`Activity.HasWaitListEnabled`	`smartrec_activity_has_wait_list_enabled`	Activity Has Wait List Enabled	`smartrec_activity`	Boolean checkbox
(sync timestamp)	`smartrec_last_sync_timestamp`	Last Sync Timestamp	`smartrec_person`	Datetime
(branch)	`smartrec_organization`	Organization	`smartrec_person`	Enumeration (select)

Unique identifier: smartrec_activity_occurrence_id

Associations

From	To	What it represents
Deal	Contact	Each participant in the occurrence — labeled "Activity Occurrence"
Deal	App Object (Location)	Where the occurrence is held — linked by Location ID
Deal	Course	The Activity this is an occurrence of — linked by Activity ID

Things to know

The amount calculation can vary. It's either Price (for single-participant occurrences) or Price × Participants (for group occurrences). Check the source occurrence in SmartRec if a number looks off.
Tags and staff are stored as semicolon-separated values. Both come from arrays in SmartRec. smartrec_activity_occurrence_tags joins tag names; smartrec_activity_occurrence_staff joins FirstName LastName; smartrec_activity_occurrence_staff_ids joins staff IDs.
State default options: Normal, Skipped, Moved, Cancelled, Archived, Replaced.
Activity Status default options: Normal, Hidden, Cancelled.
The 30-day forward window means upcoming sessions appear in your pipeline as deals — useful for capacity reports, but be aware that cancelled or moved occurrences will reflect on the next morning's sync.

Activities → Courses (the parent activity)
Registrations → Appointments (individual sign-ups)
Locations → App Object
How Sync Works