The Aloware-HubSpot last engagement synchronization automatically updates client interaction data in real-time. This feature tracks when your team last communicated with contacts, eliminating manual updates and ensuring accurate engagement records.
Understanding last engagement fields
This integration synchronizes three (3) key fields:
Last inbound and outbound engagement - tracks the date and time of the most recent interaction (messages + calls, inbound and outbound).
Last inbound engagement - logs the date and time of the last received interaction (message or call).
Last outbound engagement - records the date and time of the most recent outgoing interaction (message or call).
Setting up and configuring HubSpot properties
Create custom engagement properties in HubSpot
Navigate to actions > view all properties > manage properties > create property.
Create custom properties with the date and time picker field type for the following:
Last inbound and outbound engagement
Last inbound engagement
Last outbound engagement
Map properties in Aloware
Access Contact Property Mapping > Default fields in Aloware.
Map each custom HubSpot property to Aloware's corresponding fields. These properties have a fixed direction from Aloware to HubSpot and cannot be modified.
Configure time zone settings
Ensure both Aloware and HubSpot use the same time zone to synchronize timestamps accurately.
Verification and testing
After setup, verify that the synchronization process works correctly:
Check contact properties for setup
Check that the custom fields (Last inbound and outbound engagement, Last inbound engagement, Last outbound engagement) are visible and correctly mapped for synchronization.
Last inbound and outbound engagement
Last inbound engagement
Last outbound engagement
Edit contact card properties
Modify the contact record in HubSpot to ensure the engagement fields are correctly displayed and mapped. Ensure the fields mentioned above reflect real-time updates for engagement data.
Test data synchronization with calls or messages
Initiate test interactions to confirm the synchronization is working effectively:
Send a test outbound message or call to the contact.
Receive a test inbound message or call from the contact.
Observe whether HubSpot reflects updates for the relevant properties (Last inbound and outbound engagement, Last inbound engagement, or Last outbound engagement).
Verify property timestamps
Compare engagement properties between Aloware and HubSpot to ensure timestamps and data are accurately synchronized.
Last inbound and outbound engagement - verify the timestamp for the most recent interaction (inbound or outbound).
Last inbound engagement - ensure the latest inbound message or call timestamp is accurate.
Last outbound engagement - verify outbound message or call timestamps.
Update legacy contacts for synchronization
After configuring new Last Engagement properties, manually synchronize legacy contacts to ensure full alignment.
Navigate to the integration settings in Aloware.
Click the Push Contacts button to initiate syncing with HubSpot.
Disable the Don’t update contact information filter to allow existing contacts to update with new data.
Wait a few minutes for the synchronization process to complete.
Verify properties for legacy contacts to ensure they reflect updated engagement data.
Check synced contacts in HubSpot manage properties
Go to Manage properties in HubSpot.
Search for specific properties (e.g., Last inbound and outbound engagement) to locate corresponding data.
Click on the Used in option to see details, including the number of contacts synchronized with the property.
Maximizing visibility and efficiency for admins
Admins gain immediate visibility into all client interactions directly within HubSpot. Create targeted workflows based on engagement dates to automate follow-ups and task assignments. Quickly identify neglected contacts by filtering for outdated engagement timestamps. Use the synchronized data to analyze team communication patterns and improve resource allocation.
Enhanced productivity and focus for agents
Users see exactly when a client was last contacted without searching through separate systems. Make informed decisions about follow-up timing based on accurate engagement history. Prioritize daily activities efficiently by sorting contacts according to last interaction date. Spend less time on record-keeping and more time building meaningful client relationships.
How does this relate to our other tools?
The engagement synchronization seamlessly connects Aloware’s communication tools with HubSpot CRM, adding value to workflows:
HubSpot CRM - automatically stores up-to-date engagement data, adding to a centralized client interaction history.
Aloware CDR & MDR engagement features - bridges Aloware’s call and message tracking (CDR and MDR) with HubSpot fields to maintain visibility over all communication.
Workflow automation - supports automated workflows in HubSpot using the Last Engagement fields (e.g., triggering reminders or actions based on engagement dates).