HubSpot Integration

Overview

Connect HubSpot to bring CRM contacts into OutCallerAI campaigns and send call outcomes back to HubSpot automatically.

Capabilities

• Contact import: Import HubSpot contacts into a selected OutCallerAI campaign.
• Field mapping: Choose which HubSpot properties should populate lead name, phone, email, and notes.
• Duplicate prevention: Avoid duplicate campaign leads when the same HubSpot contact is imported again.
• Call outcome sync: Send completed call summaries, outcomes, ratings, and next steps back to HubSpot.
• Recording links: Optionally include call recording links in HubSpot notes.

Prerequisites

• A HubSpot account with permission to authorize apps and read contacts.
• An OutCallerAI campaign with an assigned agent.
• Contact properties that contain a name and callable phone number.

Setup

1. Open Integrations: Go to the Integrations Dashboard and select HubSpot.

2. Connect HubSpot: Click Connect with OAuth and approve access from your HubSpot account.

3. Choose a campaign: Select the OutCallerAI campaign where imported HubSpot contacts should be added as leads.

4. Map contact fields: Match HubSpot properties to OutCallerAI lead fields:

   • Name
   • Phone
   • Email
   • Description

   Name and phone are required for calling workflows. Email and description can be left unmapped if you do not need them.

5. Save setup: Save the mapping and sync preferences.

6. Preview contacts: Use Preview to confirm the contacts and mapped fields before importing.

7. Import contacts: Click Import to create or update leads in the selected campaign.

8. Run calls: Imported contacts can now be called from the campaign using your assigned AI agent.

How it works

After a HubSpot contact is imported, it appears as a normal lead inside the selected OutCallerAI campaign. Your team can run calls manually or through campaign scheduling.

When a call is completed, OutCallerAI can add a note to the HubSpot contact with:

• Campaign name
• Call outcome
• Call rating
• Call duration
• AI-generated summary
• Follow-up tasks or next steps
• Recording link, if enabled

Verify the integration

Preview a small contact set, import it, and confirm the mapped values on the resulting OutCallerAI leads. Complete one test call and confirm that the expected HubSpot note is attached to the original contact.

Troubleshooting

• Re-importing contacts updates existing imported leads instead of creating duplicates.
• HubSpot remains your CRM source of truth, while OutCallerAI handles calling and call outcome automation.
• If contacts are missing, confirm the connected HubSpot user can read them and that the selected properties contain values.
• If notes are missing, confirm call outcome export is enabled and the imported lead is still linked to its HubSpot contact.

Disconnect

Select Disconnect Integration in the HubSpot drawer. Disconnecting stops imports and call outcome exports; it does not delete previously imported OutCallerAI leads or existing HubSpot notes.