Calling

Use the calling tool

Last updated: September 3, 2019

The HubSpot calling tool lets you reach your contacts in HubSpot. You can connect right from your browser or phone and record the call if you choose. At the end of your call, everything is automatically logged to your HubSpot CRM or Salesforce.

Please note: the option to make calls through HubSpot Sales Calling (VoIP) in the mobile app is no longer available. Calls made from the HubSpot mobile app will be made through your cell phone provider. Learn more about these changes to calling from the mobile app

Register your phone number for calling

Before you can start making calls, add your phone number to HubSpot and verify it. The phone number registration process for calling with HubSpot is user-specific. While two or more users can use the same number in your account, each user must register the phone number individually. Before you register a phone number, make sure your country is supported for calling.

Add your phone number

  • In your HubSpot account, navigate to Contacts > Contacts.
  • Click the name of a contact.
  • On the contact record, click the Calls tab.
  • Click Make a phone call to register your phone number.

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  • In the window that opens at the bottom, click Add your phone number.

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  • In the dialog box, enter your phone number and an extension (if applicable). Then, click Register.

Verify your phone number

Next, you'll receive a phone call to verify that you have access to the phone number added. When prompted, enter the verification code that appears on your screen.

Once this is completed, a confirmation message will appear. You can now make calls with HubSpot's calling tool.

Make a call

You can place a call through a physical phone, like a desk phone or cell phone, or through your browser.

Please note: you must include the country code when dialing to or from a country supported by calling outside of the United States. The format may include a "+" or not. HubSpot will also dial the number set for the contact's Phone number property. If your contact does not have a value for Phone number, add a phone number.

Call from your phone

  • In your HubSpot account, navigate to Contacts > Contacts.
  • Click the name of a contact.
  • On the contact record, click the Calls tab.
  • Click Make a phone call.
  • In the dialog box, click the Call dropdown menu to select the phone number to call. By default, the calling tool will use the phone number stored in the Phone number property. If the contact's phone number is stored in a different property, such as Mobile phone number, you can select that property instead. You can add an existing property to this list by clicking + Add another phone property.

  • In the dialog box, click the From dropdown menu to select the phone number to call from.
  • Click Call from phone. If the option is set to Call from browser, click the dropdown menu and select Call from phone.

  • You'll receive a phone call from an automated system, which will connect you with your contact. The recipient's caller ID will display the phone number you've selected in the From dropdown menu.

Please note: when using the Call from phone option, two calls are made: one to the first phone to set up the recording, and another to the second phone for the actual call. This will double the amount of calling minutes used.

Call from your browser

  • In your HubSpot account, navigate to Contacts > Contacts.
  • Click the name of a contact.
  • On the contact record, click the Calls tab.
  • In the dialog box, click the Call dropdown menu to select the phone number to call. By default, the calling tool will use the phone number stored in the Phone number property. If the contact's phone number is stored in a different property, such as Mobile phone number, you can select that property instead. You can add an existing property to this list by clicking + Add another phone property.

  • In the dialog box, to change the phone number you are calling from, click the From dropdown menu and select the phone number to call from.
  • Click Call from browser. If the option is set to Call from phone, click the dropdown menu and select Call from phone.

  • The recipient's caller ID will display the phone number you've selected in the From dropdown menu.
  • To enter an extension, click the Keypad icon in the upper right of the pop-up box.

Record your call and notes

  • Once the call is connected, in the pop-up box, click Record to record the call. You can also type notes during the call.
  • Call recording will be automatically enabled for one-party consent states. For all other areas, you'll need to get consent from the party you are calling in order to enable recording. In this case, you'll receive an alert after clicking Record. Make sure you inform the contact that you're recording the call, then click I have informed them.

  • When the call ends, you can add any additional notes and click the Select an outcome dropdown to select the call outcome.

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  • Click Save call to save the call on the contact timeline.

Please note: if you stop recording during a call, none of the call recording will be saved. Learn more about why your call recording may not save.

After you save the call, it will appear on the contact timeline.
  • To edit the records associated with the call, click the Associations dropdown menu.
  • To pin the activity to the top of the contact timeline, click Pin.
  • To remove the call from all associate record timelines, click Delete.
  • To edit the call outcome, click the dropdown menu under Outcome.
  • To edit the call type, click the dropdown menu under Type.
  • To see additional details about the call, click the Details dropdown menu.

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View call transcript (Sales Hub Enterprise and Service Hub Enterprise only)

If you are a Sales Hub Enterprise or a Service Hub Enterprise user, you can access the call's transcript on the contact's timeline after the call has been saved. The call needs to be recorded in order for it to be transcribed. The transcript will appear on the contact's timeline as an attachment. call-transcript-on-contact-timeline

  • Click Call transcript to open the transcription.view-call-transcript
  • In the Call transcript panel, click Create task to create a follow-up task based on what was discussed during the call. Enter any additional task details in the Create task panel, then click Create.
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In order for the option to create a task to appear, one of the following words must be used during the call: send, provide, deliver, share, schedule, arrange, organize, plan, add, set up, reach out, call, meet, contact, confirm, validate, approve, accept, authorize, sign, check, get back to you. These words must be used in combination with let me, I will, or why don't I to create a follow-up task suggestion.

Please note: it can take up to as long as the duration of the call for a transcript to appear, so longer calls might take more time to transcribe. Calls are transcribed using a service from Google and are currently only available in English.

HubSpot will automatically label each transcript Good, Fair, or Poor depending on the quality of the transcription. The quality is determined by how many words in the transcript are likely to be correct. 


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Manage phone numbers registered for calling

Register additional phone numbers

If you want to call contacts from multiple phone numbers, you must register each of those numbers for calling:

  • In your HubSpot account, navigate to Contacts > Contacts.
  • Click the name of a contact.
  • On the contact record, click the Call tab.
  • Click the Calling from dropdown menu and select Add new phone number.

 

Set a default phone number

If you have registered additional phone numbers for calling, the first number you added will automatically become the default. To change the default number:

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to SalesCalling.
  • In the Phone Numbers section, click the star next to the phone number to set as the default.

 

Delete a phone number

In the Phone Numbers section, click Delete next to the number. Once deleted, the number will no longer be an option for calling.

 

Re-enable HubSpot calling

If you enabled calling a month ago, and have not registered any new numbers or made any calls in the past seven days, the calling tool will be disabled in your account. You'll be notified in your notification center, and will have seven days from when you were first notified to place a call or re-register a number.calling%20notification

If the calling tool is deactivated, you must re-enable it before you can place any calls:

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to SalesCalling.
  • Click Enable calling.

 

Use provider-agnostic calling (BETA)

HubSpot's calling API now allows users to integrate their own calling functionality directly within HubSpot. Currently, HubSpot's calling API allows users to integrate with Aircall. You must have an assigned Sales Hub or Service Hub paid seat and have a valid Aircall account in order to use this feature. This feature is currently in beta.

Please note: this feature works with the existing Aircall integration, though it replaces the need to call from the Aircall desktop app. Users can still use the Aircall integration with HubSpot, but calls must be placed from the Aircall desktop app.

If you choose to integrate your own calling functionality, you will no longer be using minutes from your HubSpot account. Once your Aircall account is integrated with HubSpot, all paid users will default to using provider-agnostic calling. The connection with HubSpot’s native call service provider will be unavailable as long as you are using the Aircall integration. However, if there are any free users in your account, they will still rely on HubSpot's native call service to place calls from HubSpot.

  • In your HubSpot account, navigate to Contacts > Contacts.
  • Click the name of a contact.
  • On the contact record, click the Call tab.
  • Click Call from browser.

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  • In the Aircall app window, click the green phone calling button to start your call. aircall-call-button
  • During the call, you can do the following:
    • Enter notes in the Add a comment field.
    • Mute the call.
    • Put the call on hold.
    • Enter an extension in the keypad.
    • Transfer the call.
    • Start a second call.
  • To end the call, click the red phone icon calling.
  • To save the call to the contact's timeline, click Save & Quit.

Please note: call transcripts are currently not available for calls made using Aircall.