Access Scans → Person Access Scan (App Event on Contact)

Last updated: May 29, 2026

What this is

When a person checks in (or out) of one of your facilities in SmartRec, that's an Access Scan. The integration syncs each scan to HubSpot as a Person Access Scan app event on the matching Contact's activity timeline.

App Events are not CRM objects. They appear on a Contact's timeline — you can't search for them as you would a Deal or Appointment. Use them to review someone's recent check-in history, or build HubSpot workflows triggered by timeline events.

Screenshot 2026-05-29 at 9.30.31 AM.png

When it syncs

  • Scheduled — daily at 4:30 AM local time via GET /AccessScans

  • Window — last 24 hours

  • (No webhook. No historical backfill — coverage starts the morning after setup.)

Field mapping

SmartRec field

HubSpot property

HubSpot label

Type

PersonName

person_name

Person Name

String

Status

status

Status

Enumeration

ScanDate

scan_date

Scan Date

Datetime

Warning

warning

Warning

Enumeration

WarningMessage

warning_message

Warning Message

String

AccessControlType

access_control_type

Access Control Type

Enumeration

ResponsibleName

responsible_name

Responsible Name

String

Note

note

Note

String

MemberNumber

member_number

Member Number

String

Gender

gender

Gender

Enumeration

BalanceAtScan

balance_at_scan

Balance At Scan

Number

ActivityName

activity_name

Activity Name

String

SubscriptionState

subscription_state

Subscription State

Enumeration

SubscriptionExpiration

subscription_expiration

Subscription Expiration

Datetime

MembershipName

membership_name

Membership Name

String

How it appears on the Contact timeline

The timeline card uses this format:

  • Header: Access scan for {person_name} ({member_number})

  • Body: a bulleted list of whichever of these fields are populated: access_control_type, activity_name, balance_at_scan, membership_name, status, subscription_expiration, subscription_state, warning

📸 Screenshot: Example Person Access Scan card on a HubSpot Contact's activity timeline.

Association

Access Scans are linked to HubSpot Contacts by Person ID.

Things to know

  • ScanDate is the event timestamp. HubSpot uses it to order events on the timeline.

  • Default option values:

  • status: Valid, Invalid, Unknown

  • warning: ReviewAccount, NoWarning, HasNotAcceptedWaiver, AccessBlockedByOrgAdmin, NoActivitiesOrMembershipsOrMultipass, ExpectedBalance, NoSubscription, NoActivitiesToday, NoMultipass, NoBooking, NoPrivateLesson, ExpiredSubscription

  • access_control_type: CheckIn, CheckOut

  • gender: NotSpecified, Male, Female, PreferNotToSay

  • subscription_state: Active, Inactive

  • Card body fields are conditional. Only populated fields show in the bullet body — empty fields are hidden, so the card stays clean.

  • App Event properties cannot be edited in HubSpot. Same constraint as App Objects.

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