HubSpot and phone.systems™ Integration

Connecting phone.systems™ with HubSpot CRM allows you to manage customer calls and track important information. The integration includes the following features:

• Sync contacts automatically: Keep contacts and company details updated in phone.systems™ and HubSpot.

• Call journaling: All incoming and outgoing calls are logged in HubSpot for tracking and reference.

• Create new contacts automatically: When an unknown number calls, a new contact or company is created in HubSpot automatically.

• Store call recordings: Call recordings are uploaded to HubSpot for easy access and review.

• User association for call journaling: Associating users enables call journaling between phone.systems™ and HubSpot. Unassociated users will not receive call details in HubSpot.

---

Connecting phone.systems™ with HubSpot

This guide provides detailed steps on integrating phone.systems™ with HubSpot using the HubSpot developer account. Follow the instructions below to complete the setup process.

Note

To connect phone.systems™ with HubSpot, you will need the Client ID, Client Secret, and Developer API Key, which are obtained from a legacy app created in your HubSpot developer account.

Step 1: Sign in or sign up to a HubSpot developer account

To get started, go to the HubSpot Developer Account page and sign in to an existing developer account or create a new one.

Step 2: Open the Legacy Apps page in HubSpot

After signing in to HubSpot in the first browser tab:

1. Open the Development section.

2. Open the Legacy Apps tab.

3. Click Create legacy app.

Fig. 1. Open the Legacy Apps page in HubSpot

Step 3: Create a public legacy app

In the Create Legacy App pop-up, click Public.

Fig. 2. Create a public legacy app

Step 4: Enter app information

On the HubSpot app page:

1. Enter a name in the Public app name field.

2. Open the Auth tab.

Fig. 3. Enter app information and open the Auth tab

Step 5: Launch phone.systems™ and create HubSpot connection

Open a second browser tab, then create the HubSpot connection form in phone.systems™:

1. Log in to your DIDWW account and launch phone.systems™ .

2. Go to Settings > CRM Integrations.

3. Click Connect to link HubSpot with phone.systems™.

Fig. 4. Create HubSpot connection in phone.systems™

Step 6: Copy the Redirect URL from phone.systems™ and paste it into HubSpot

On the Connect HubSpot page in phone.systems™, copy the Redirect URL value.

Fig. 5. Copy the redirect URL from phone.systems™

Return to the first browser tab in HubSpot and paste the copied value into the Redirect URLs field.

Fig. 6. Paste the redirect URL into HubSpot

Step 7: Add the required scopes

Continue in the HubSpot Auth tab to configure the scopes that determine the permissions your app has to access data or perform actions in HubSpot.

In the Scopes block, click + Add new scope to define the required permissions for your app:

• oauth

• tickets

• timeline

• files

• crm.objects.owners.read

• crm.objects.companies.read

• crm.objects.companies.write

• crm.objects.contacts.read

• crm.objects.contacts.write

Fig. 7. Add the required scopes

Step 8: Create the app and copy the Client ID and Client secret

On the same Auth page click Create app.

Fig. 8. Create the HubSpot app

After the app is created, stay on the Auth tab, then copy and save:

• Client ID

• Client secret

Note

Click Show before copying the Client secret

Fig. 9. Copy the app credentials from HubSpot

Step 9: Create and copy the HubSpot Developer API Key

Return to the first browser tab in HubSpot. If you do not already have an active developer API key:

1. Open Keys.

2. Open Developer API Key and click Create key.

Fig. 10. Open or create the HubSpot Developer API Key

On the Developer API Key page click Show and Copy in the Active API Key block.

Fig. 11. Show and copy the Developer API Key

Step 10: Paste the HubSpot app details into phone.systems™

Return to the phone.systems™ Connect HubSpot page and paste:

• Client ID

• Client secret

• Developer API key

Keep the Synchronize from contacts and Synchronize from companies enabled and click Connect.

Fig. 12. Paste the HubSpot app details into phone.systems™

Step 11: Authorize the HubSpot connection

In the HubSpot pop-up window:

1. Choose an account and click Choose account.

Important

Developer accounts cannot connect with this app. Select a non-developer HubSpot account when authorizing the integration.

Fig. 13. Choose the HubSpot account

2. After selecting your HubSpot account, you will be asked to review and approve access. If you agree, click Connect app.

Fig. 14. Click Connect app in HubSpot

3. Enter I accept the risk in the confirmation field and click the active Connect button.

Fig. 15. Confirm the unverified app connection

After the authorization is complete, the HubSpot integration status in phone.systems™ changes from Waiting authorization to Connected.

Note

phone.systems™ will automatically synchronize data and establish a connection with your main HubSpot account. The app will also be installed in HubSpot CRM.

Fig. 16. Active HubSpot connection in phone.systems™

---

Associate users for HubSpot

After the HubSpot integration is successfully connected, you can associate HubSpot users with their corresponding phone.systems™ users.

User association enables call journaling by ensuring that inbound and outbound calls are logged for the correct users in HubSpot. Calls handled by users who are not associated will not receive call details in HubSpot.

1. Go to phone.systems™ Settings, then open CRM Integrations.

2. Under Active Integrations at the top of the page, locate HubSpot marked as Connected.

3. Click Associate users.

Fig. 17. Associate HubSpot users button

The Associate HubSpot users page opens, where you can link HubSpot users with corresponding phone.systems™ users.

4. Match each HubSpot user with the appropriate phone.systems™ user.

5. Click Save to apply the changes.

Fig. 18. Associate HubSpot users with phone.systems™ users

---

Synchronizing Contacts and Companies

After connecting, you can perform a one-time synchronization to import your existing contacts and companies from HubSpot into your phone.systems™ address book.

1. Navigate to Settings > CRM Integrations.

2. Locate the active HubSpot integration and click the actions menu icon.

3. Select Change synchronization options from the dropdown menu.

Fig. 19. Synchronization options

4. In the Synchronize contacts from window, use the toggles to select whether you want to import Contacts, Companies, or both.

5. Click Submit to begin the synchronization.

Note

This is a one-time import. For ongoing, automatic creation of new contacts from calls, see the Auto Contact Creation settings below.

Fig. 20. Synchronization window

---

Configuring HubSpot Settings

Once the integration is active, you can customize how data is synced between phone.systems™ and HubSpot. To access these options, navigate to Settings > CRM Integrations and click the settings icon next to your HubSpot connection.

Fig. 21. HubSpot integration settings button

Important

The following settings apply only to numbers with Call journaling enabled. Call journaling must be configured separately for each number on the Edit phone numbers page.

Fig. 22. HubSpot integration settings

Auto Contact Creation

This feature automatically creates a new contact in HubSpot when a call is received from or made to a number that does not match an existing contact in your CRM.

Setting	Description
Inbound calls	When enabled, a new contact will be created in HubSpot for all inbound calls from unknown numbers.
Outbound calls	When enabled, a new contact will be created in HubSpot for all outbound calls to unknown numbers.
Contact type	Select the default HubSpot contact type to be assigned when a new contact is created automatically.

Other Settings

Manage which call-related data is automatically uploaded to your HubSpot contacts’ activity timelines.

Setting	Description
Upload call recordings to CRM	When enabled, a link to the call recording will be automatically added to the call log in HubSpot. Note To utilize this feature, call recording must be enabled for your contact method.
Upload AI call insights results	When enabled, detailed analytics from our AI engine will be added to the call log. This can include: Key topics: A summary of the main topics discussed. Call summary: A concise, AI-generated summary of the conversation. Talk to listen ratio: A breakdown of how much each party spoke. Sentiment analysis: An analysis of the emotional tone of the call. Transcription: A full, written transcript of the call. Note To utilize the AI features, AI Call Insights must be enabled.

After configuring these options, click Save to apply your changes.