BISS | HubSpot Integration · Ongoing Support

What we do

Ongoing maintenance and extension of the Ivoris→HubSpot automation system. Work is structured around weekly monitoring cycles, reactive break fixes, and periodic feature additions as the client's practice network evolves.

Weekly Monitoring

Regular Make.com scenario checks confirm all queues are processing, error logs are clean, and no records are stuck. Broken runs (incomplete executions, 504 errors from Ivoris server instability) are triaged and recovered. Data stores and queue state are inspected to catch anomalies before they impact the client.

Break Fixes

Ivoris server instability (frequent 504 errors, extended outages) is the most common cause of disruptions. When the Ivoris server goes down, queue scenarios accumulate errors or halt; recovery involves re-queuing affected records, running catch-up scenarios, and verifying data integrity in HubSpot.

Two major "large frozen state" recovery events occurred — one in 2025, one in 2026 — requiring bulk re-ingestion of appointments and document entries from a known-good timestamp.

Key recurring break types:

• Queue(Appointments) breaks on Ivoris 504 or missing patient records
• Queue(Entries) breaks on server timeouts (10+ consecutive failures)
• HubSpot API errors (502s) causing batch handler interruptions

New Practice Onboarding

When the client added the Magdeburg location (prefix MB_), the system was extended to include its dentist chairs, appointment templates, and data mappings. The Rümeysa (Rümy) practice was also onboarded, requiring Ivoris profile configuration, scenario updates, and validation runs.

Appointment Template Management

Ivoris appointment types (Terminarten) are maintained in a configuration mapping spreadsheet that drives Make.com scenario behavior. When the client adds or changes appointment templates, the mapping spreadsheet is updated, new templates are downloaded via the configuration scenario, and affected appointment records are re-processed.

Multiple rounds of template updates were handled throughout the engagement — typically triggered by client-side changes to their Ivoris setup.

Scenario Upgrades

Handler scenarios were upgraded from v1→v3 during the ongoing support phase, incorporating improved error handling, logging, and deduplication logic. Configuration scenarios were updated to support new data store schemas and expanded practice coverage.

HubSpot Updates

Periodic HubSpot-side changes were integrated, including new native HubSpot appointment object properties and workflow updates for deal stage automation. Assessment of HubSpot subscription tier (Operations Hub Pro → lower tier) was conducted to evaluate cost reduction options.