HubSpot Integration UAT Plan

NeuroPathway → HubSpot Real-Time Sync

Non-Contract Document

This UAT plan is provided for testing guidance only. In the event of any conflict, the executed Change Order governs scope, acceptance, warranty, payment terms, and deliverables.

Project: HubSpot Integration for NeuroPathway Scheduling Platform Client: Neuro Pathway LLC Developer: Alex De Gracia (Everyday Workflows) Document Version: 1.0 Date: December 11, 2025

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📋 Executive Summary

UAT Objective

Validate that the HubSpot integration (interview_status, interview_scheduling_url, recent_candidate_conversion_page, interview_scheduled_at) functions correctly in production with zero data loss, accurate real-time synchronization, and reliable error handling.

UAT Approach

Phased rollout with production safeguards:

1. Phase 1: Staging environment testing (100 test records)
2. Phase 2: Production pilot (10 real contacts)
3. Phase 3: Full production rollout (all contacts)
4. Phase 4: 48-hour monitoring + validation

Calendar Invites

This UAT also validates the Outlook-compatible meeting invite experience (Accept/Decline) when an interview is scheduled.

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🎯 UAT Success Criteria

Criterion	Target	Measurement
Data Accuracy	100% of fields sync correctly	Manual spot-check of 20 random records
Sync Latency	<1 minute for real-time updates	Timestamp comparison (NeuroPathway → HubSpot)
Error Rate	<1% of total syncs	Error log analysis
Contact Matching	Email-based matching for unique emails	Duplicates/unmatched contacts logged for review
Form Validation	Zero invalid data submissions	Frontend + backend validation testing
Webhook Reliability	100% webhook delivery	Webhook log audit

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🧪 Phase 1: Staging Environment Testing

Environment Setup

• Staging HubSpot Portal: Dedicated test portal (or sandbox if available)
• Staging NeuroPathway Instance: Isolated test environment with production-like data
• Test Dataset: 100 synthetic contact records with varied edge cases

Test Cases

TC-1: Initial Data Migration

Objective: Verify historical data migrates correctly

Step	Action	Expected Result	Pass/Fail
1	Execute migration script for 100 test contacts	All 100 contacts appear in HubSpot
2	Verify interview_status values match source data	100% accuracy
3	Verify interview_scheduling_url values match source data	100% URL format correctness
4	Check for duplicate contact creation	Zero duplicates
5	Validate email-based matching logic	Contacts matched by email where unique email exists; duplicates/unmatched logged
6	Verify interview_scheduled_at values (where meetings exist)	Date/time present and correct

Edge Cases to Test:

• Contacts with missing email addresses
• Contacts with null/empty status fields
• Contacts with malformed URLs
• Contacts with special characters in names

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TC-2: Real-Time Webhook - interview_status

Objective: Validate status updates sync in real-time

Step	Action	Expected Result	Pass/Fail
1	Update contact status in NeuroPathway (e.g., “Scheduled” → “Completed”)	Webhook triggers within 5 seconds
2	Check HubSpot contact record	Status field updates to “Completed” within 1 minute
3	Verify webhook logs	Webhook delivery confirmed with 200 status
4	Test rapid status changes (5 updates in 10 seconds)	All 5 updates reflected accurately

Edge Cases to Test:

• Status change to empty string
• Status change to very long string (>255 characters)
• Simultaneous updates to multiple contacts

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TC-3: Real-Time Webhook - interview_scheduling_url

Objective: Validate URL updates sync in real-time

Step	Action	Expected Result	Pass/Fail
1	Generate new scheduling URL in NeuroPathway	Webhook triggers within 5 seconds
2	Check HubSpot contact record	URL field updates within 1 minute
3	Validate URL format	URL is clickable and properly formatted
4	Test URL update (change existing URL)	New URL replaces old URL

Edge Cases to Test:

• URL with query parameters
• URL with special characters
• Very long URL (>2000 characters)
• URL cleared (set to null)

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TC-4: Form Field - recent_candidate_conversion_page

Objective: Validate new form field integration

Step	Action	Expected Result	Pass/Fail
1	Open interview creation form in NeuroPathway	New “recent_candidate_conversion_page” field visible
2	Submit form without filling field	Form validation error appears
3	Submit form with valid data	Data saves to NeuroPathway database
4	Check HubSpot contact record	Field value appears in HubSpot within 1 minute
5	Test special characters in field	Data syncs correctly (no corruption)

Edge Cases to Test:

• Field left empty (should block submission)
• Field with HTML/script tags (should sanitize)
• Field with emojis or Unicode characters
• Field exceeding expected length

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TC-5: Calendar Invite - Outlook-Compatible (Accept/Decline)

Objective: Validate invite emails arrive as true meeting invitations

Step	Action	Expected Result	Pass/Fail
1	Schedule an interview pair (trigger Zoom meeting creation)	Participants receive a meeting invite email
2	Open invite in Outlook (desktop/web)	Invite shows Accept/Decline controls
3	Accept invite	Event appears on calendar at correct date/time
4	Verify Zoom join link in event	Join URL present and correct
5	Verify all attendees included	Candidate, hiring partner, and guests listed

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TC-6: Error Handling & Recovery

Objective: Validate system handles failures gracefully

Step	Action	Expected Result	Pass/Fail
1	Simulate HubSpot API downtime (mock 500 error)	Sync queues for retry
2	Restore HubSpot API	Queued syncs process successfully
3	Test invalid contact email (no match in HubSpot)	Error logged, admin notified
4	Test rate limit scenario (>100 requests/10 sec)	System throttles, queues excess requests
5	Verify error logs capture all failure details	Timestamp, contact ID, error message logged

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🚀 Phase 2: Production Pilot (Limited Rollout)

Pilot Scope

• Contact Selection: 10 real NeuroPathway contacts with active scheduling workflows
• Duration: 48 hours
• Monitoring: Real-time error alerts + manual validation

Pilot Test Plan

Test	Action	Success Criterion
Pilot 1	Migrate 10 production contacts to HubSpot	100% data accuracy
Pilot 2	Monitor real-time updates for 48 hours	All webhooks deliver successfully
Pilot 3	Client (Scott) validates HubSpot data	Client confirms data is correct
Pilot 4	Review error logs	Zero critical errors

Rollback Plan (If Pilot Fails)

1. Disable webhooks immediately
2. Document failure details (error logs, affected contacts)
3. Restore NeuroPathway to pre-integration state (if necessary)
4. Schedule debugging session with client
5. Provide revised timeline for fixes

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🌐 Phase 3: Full Production Rollout

Pre-Deployment Checklist

• Staging tests 100% passed
• Production pilot ran successfully for 48 hours
• Client approved pilot results
• Error monitoring alerts configured
• Rollback procedure documented and tested
• Database backup completed (NeuroPathway)
• HubSpot API rate limits verified

Rollout Steps

Step	Action	Owner	Validation
1	Database Backup	Alex	Backup confirmed in logs
2	Execute Full Migration	Alex	All contacts synced to HubSpot
3	Activate Webhooks	Alex	Webhooks confirmed active in logs
4	Test Real-Time Sync	Scott (Client)	Client confirms live updates work
5	Monitor for 1 Hour	Alex	Zero errors in first hour

Post-Deployment Validation

Immediate (Hour 1):

• Spot-check 20 random HubSpot contact records for accuracy
• Verify webhooks firing correctly (check logs)
• Confirm zero critical errors in error logs

24-Hour Mark:

• Review full error logs
• Client confirms HubSpot data is accurate
• Performance metrics within targets (latency <1 min)

48-Hour Mark:

• Final error log review
• Client sign-off on deliverables
• Transition to warranty period (30 days)

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📊 Phase 4: 48-Hour Monitoring & Validation

Monitoring Dashboard

Metrics to Track:

• Webhook Success Rate: Target >99%
• Average Sync Latency: Target <30 seconds
• Error Rate: Target <1%
• Contact Match Rate: Target 100%

Daily Checklist (Days 1-2 Post-Deployment)

Morning (9 AM):

• Review overnight error logs
• Check webhook delivery stats
• Verify no data inconsistencies reported

Afternoon (2 PM):

• Spot-check 10 random HubSpot records
• Review sync latency metrics
• Client check-in (if needed)

Evening (6 PM):

• Final error log review
• Document any issues encountered
• Update client on status

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🔍 UAT Sign-Off Criteria

Client Acceptance Requirements

The integration will be considered ACCEPTED when:

1. ✅ All Phase 1 staging tests passed
2. ✅ Production pilot ran error-free for 48 hours
3. ✅ Full production rollout completed successfully
4. ✅ Client (Scott/Zach) validates data accuracy in HubSpot
5. ✅ 48-hour monitoring shows <1% error rate
6. ✅ Zero critical defects reported

Client Rejection Criteria

The integration will be considered FAILED if:

• ❌ >5% of contacts fail to sync correctly
• ❌ Webhook delivery rate <95%
• ❌ Critical data loss or corruption occurs
• ❌ Sync latency exceeds 5 minutes consistently
• ❌ Client cannot validate data accuracy in HubSpot

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🛡️ Risk Mitigation

High-Risk Scenarios & Contingencies

Risk	Likelihood	Impact	Mitigation Strategy
HubSpot API outage	Low	High	Queue syncs for retry, alert client, document downtime
Email matching failures	Medium	High	Manual review of unmatched contacts, fallback matching logic
Data corruption	Low	Critical	Immediate rollback, restore from backup, debug in staging
Rate limiting	Medium	Medium	Throttling + queueing system, batch processing
Form validation bypass	Low	Medium	Server-side validation enforced, client-side is UX only

Emergency Rollback Procedure

Trigger Conditions:

• Critical data corruption detected

• 10% webhook failure rate

• Client reports production-blocking issue

Rollback Steps:

1. STOP: Disable all webhooks immediately
2. ASSESS: Document issue scope (how many contacts affected?)
3. RESTORE: Rollback NeuroPathway code to pre-integration state
4. NOTIFY: Email client with incident report + recovery timeline
5. DEBUG: Fix issue in staging, re-test, schedule new deployment

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📞 UAT Roles & Responsibilities

Everyday Workflows (Alex)

• Execute all staging tests
• Deploy integration to production
• Monitor error logs and performance metrics
• Provide daily status updates during 48-hour monitoring
• Fix any critical defects within warranty period

NeuroPathway (Zach/Scott)

• Provide access to staging/production environments
• Validate data accuracy in HubSpot
• Report any issues observed during UAT
• Sign off on deliverables after 48-hour monitoring
• Coordinate with Ron (HubSpot admin) for field verification

Ron Berry III (HubSpot Admin)

• Verify HubSpot field configuration matches spec
• Validate data appears correctly in HubSpot UI
• Confirm no unexpected duplicates or data issues

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📅 UAT Timeline

Phase	Duration	Start Date	End Date	Owner
Phase 1: Staging Tests	3 business days	TBD	TBD	Alex
Phase 2: Production Pilot	2 days	TBD	TBD	Alex + Client
Phase 3: Full Rollout	1 day	TBD	TBD	Alex
Phase 4: 48-Hour Monitoring	2 days	TBD	TBD	Alex + Client
Sign-Off	1 day	TBD	TBD	Client

Total UAT Duration: 7-9 business days

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✅ UAT Deliverables

Upon successful UAT completion, the following will be provided:

1. UAT Test Results Report (Pass/Fail for all test cases)
2. Production Deployment Summary (migration stats, sync metrics)
3. Error Log Analysis (summary of issues encountered + resolutions)
4. Performance Metrics Report (latency, success rates, throughput)
5. Client Sign-Off Form (formal acceptance of deliverables)

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📝 UAT Documentation Trail

All UAT activities will be documented:

• Test execution logs: Timestamped results for each test case
• Error logs: Complete record of failures + resolutions
• Client communications: Email trail of status updates + approvals
• Performance data: Metrics dashboard screenshots
• Sign-off documentation: Signed acceptance form

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🎯 Post-UAT Transition to Production Support

30-Day Warranty Period

Coverage: Critical defects within defined scope Response Time: 24-48 hours for critical issues Exclusions: Scope changes, feature requests, HubSpot API changes

Post-Warranty Support

Retainer: Covered under existing $200/month retainer (bug fixes only) Enhancements: Require separate Change Order Monitoring: Client responsible for ongoing performance monitoring

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📋 Appendix: Test Data Scenarios

Edge Case Test Scenarios

Scenario 1: Contact with Missing Email

• Input: Contact record with null email field
• Expected: Sync fails gracefully, error logged, no HubSpot record created

Scenario 2: Duplicate Emails in NeuroPathway

• Input: Two contacts with same email address
• Expected: Both sync to same HubSpot contact (last write wins), alert logged

Scenario 3: Special Characters in Form Field

• Input: Conversion page field: Job #12345 - <script>alert('test')</script>
• Expected: Script tags sanitized, safe data synced to HubSpot

Scenario 4: Simultaneous Webhook Triggers

• Input: 50 contacts updated at same time
• Expected: All 50 syncs queued and processed within 2 minutes

Scenario 5: HubSpot API 429 (Rate Limit)

• Input: Trigger >100 requests in 10 seconds
• Expected: System throttles, queues excess requests, processes after cooldown

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Document Status: Ready for UAT Execution Next Step: Client approval to begin Phase 1 (Staging Tests) Approval Required By: Zach Mandler (CEO) or Scott Mohr (Operations)