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Seamless Workflow with HubSpot and VoiceStack Integration

Nivya U
  • Updated
Module: Admin App

VoiceStack and HubSpot integration connect your phone system directly with your CRM, helping your team manage customer interactions more efficiently. By syncing call activity, contact information, and communication records between VoiceStack and HubSpot, your staff can access important customer details without switching between multiple applications.

Topics Covered:

Accessing the Feature

  • Navigate to Configuration > General Settings > Integrations.

Configuring HubSpot

  1. To configure HubSpot, locate the HubSpot card and click Configure.

 2. Navigate to Select Location. Use the dropdown menu to select the location (for example, GENOA or Camdenfort) to which this integration should apply.

3. Click the Authenticate button. You will be redirected to the HubSpot login portal to complete the authentication process.

4. Select the specific HubSpot account you want to connect and click Choose Account.

5. Review the requested data access permissions. Scroll to the bottom, check the “I understand…” box, and click Connect app.

Once the authentication is successful, you will be redirected back to VoiceStack.

Configure Advanced Automation

 1. Automatic Contact Creation

When a call involves a phone number that does not exist in your HubSpot CRM, VoiceStack identifies it as a new prospect. Instead of manually typing in details, the system instantly generates a new contact record for you. This feature ensures no lead is missed by automatically building your CRM database.

1. Click the Automatic Contact Creation toggle to enable automatic contact creation.

2. Click + Create Rule.

3. Enter a descriptive name for the rule (for example, New Patient Leads) and click Create.

4. Select the Contact Name Format in HubSpot (for example, VoiceStack Call {{phone_number}} to easily identify the lead source).

5. Click Add More Conditions to define criteria to keep your CRM organized.

6. Click Add Nested Condition to create more advanced routing logic to an existing rule.

7. Once you add all the conditions, click Update Configure to save the configuration.

2. Post-call Writeback

1. Toggle on Post-call Writeback to automatically save call logs.

2. Click + Create Rule.

3. Click Add More Conditions to add conditions, such as logging calls only for specific contact types (for example, Existing Patient).

4.  Click Add Nested Condition to create more advanced routing logic to an existing rule.

After each call ends, VoiceStack automatically writes call details, including duration, direction, and summaries, to the contact’s timeline in HubSpot.

Note: If the contact does not already exist, the system will automatically create one using your configured Contact Name Format, ensuring the call log is saved successfully.

 4. Click Update Configure at the top right of the page to store and activate your settings.

Edit Integrations

  1. Navigate to Configuration >Integrations > Active Integrations.

  2. Hover over the integration you want to modify and click Edit.

  3. Make the required changes and click Update Configure to save your updates.

Integrate VoiceStack Calling into HubSpot Contacts

1. Select a contact in HubSpot Contacts and click Customize.

2. From the Record Customization tab, click the view you want to customize.

3. Hover over the existing cards in the Edit Layout tab and click Add Card at the desired location.

4. In the Card Library modal, use the search bar to search for VoiceStack.

5. Click + Add Card. The card is added to the Edit Layout section.


6. Click Save and exit. The contact will now display the Call Card.

7. Click Call Contact to launch the VoiceStack app.

Use Cases

  • New Lead Capture: Automatically create a contact for first-time callers and enable quick follow-up.

  • Service History Tracking: Log call summaries and details to maintain a complete customer timeline.

  • Campaign Tracking: Track new leads generated from marketing campaigns through automatic contact creation.

  • Location-Based Syncing: Sync call data only for selected branches to maintain clean, organized CRM records.

  • CRM Cleanup: Apply conditions (e.g., minimum call duration) to prevent unnecessary call logs.

  • One-Click Calling: Launch calls directly from HubSpot contact records using VoiceStack.

  • Unified Workflow: Manage CRM activities and calling from a single interface.

  • Faster Follow-Ups: Instantly call patients directly from HubSpot contact records.

Benefits

  • Saves Time & Reduces Errors: Automates contact creation and call logging, eliminating manual data entry.

  • Comprehensive Lead Capture: Automatically creates new contacts in HubSpot for unknown numbers, ensuring no lead is missed.

  • Accurate, Real-Time CRM Updates: Logs call details instantly through Post-call Writeback from VoiceStack.

  • Targeted Data Control: Use conditional rules to log only relevant contacts and calls.

  • Multi-Location Support: Configure integration settings separately for different branches.

  • Improved Agent Productivity: Reduce manual dialing and app switching with one-click calling.

  • Faster Response Time: Connect with contacts more efficiently.

  • Simplified Workflow Management: Keep calling and CRM activities centralized within HubSpot.

Support / Contact

Need further help? Contact support@voicestack.com  or call 407-833-6436.

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