Once your HubSpot company integration with Aloware is set up, you can seamlessly track calls and SMS messages in both platforms. All communication, whether initiated from Aloware or HubSpot, is automatically logged to the appropriate company and contact records based on your sync configuration. This ensures your records remain current and that you can easily review your communication history.
If you haven’t integrated HubSpot with Aloware, see this integration guide.
Making and logging calls and messages from Aloware
Making or receiving calls from Aloware
Access the contact in Aloware (ensure the number matches a HubSpot company for company-level engagement).
For outbound - click the call icon.
For inbound - answer when notified.
Contact sync logic
If the phone number matches a HubSpot company but no HubSpot contact, the call engagement is logged to the company record.
If matched to a HubSpot contact but not a company, engagement logs to the contact.
If “Contact Creation” is set to bi-directional and the contact isn’t linked, a new HubSpot contact is created and associated.
After the call, the engagement (with duration and outcome) is visible in both platforms.
Sending or receiving SMS
Access the relevant contact in Aloware.
Compose your SMS. Use the variable
[FullName]to reference the company name, since direct HubSpot company property referencing is not available.Click Send.
For incoming SMS, view notifications in Aloware.
Contact sync logic
If the phone number matches a HubSpot company but no contact, the SMS is logged to the company.
If no company but a matching HubSpot contact, the SMS logs to the contact.
If “Contact Creation” is bi-directional and no link exists, a new HubSpot contact is created.
Monitor SMS engagements in both Aloware and HubSpot activity logs.
Making and logging calls and messages from HubSpot
Making calls from HubSpot
Open a company record in HubSpot that has a valid phone number.
Use the HubSpot Dialer to make the call.
Contact creation/ sync in Aloware
If there is no existing contact in Aloware with the same phone number and linked to that HubSpot company, Aloware will create a new contact automatically upon the first call.
If an Aloware contact with that phone number is already linked to a HubSpot contact before the company call, all call engagement activities (like duration and outcome) are logged to both the HubSpot company and the associated contact.
For all future calls using that number, call engagement records will continue to be saved for both the company and the contact in HubSpot.
Sending SMS from HubSpot
In the company record, use the SMS Messenger feature to type your message. Use
[FullName]for the company name.
Click Send to dispatch your message through the HubSpot interface.
Contact creation and sync in Aloware
If there's no existing contact in Aloware with the same phone number and linked to that HubSpot company, Aloware will automatically create a new contact the first time you send an SMS.
If the Aloware contact is already linked to a HubSpot contact with the same phone number, SMS engagements will be sent to both the HubSpot company and the associated contact.
All future SMS engagements for that number will also be logged in both the company and contact records in HubSpot moving forward.
Check SMS engagement activity
After sending the SMS, confirm that the SMS engagement is correctly logged in HubSpot.
Filter the activity feed in HubSpot to check for SMS engagement records in both the company and (if present) the contact.
Working with the integration card
Syncing contacts and companies
In Aloware, open the contact or company page and locate the Integration Card.
Click Sync with HubSpot. The system searches HubSpot for a contact with the same phone number or email:
If found, the integration card updates to show the association.
If not found and “Contact Creation” is enabled, a new contact is created in HubSpot, and then associated with the matching company if one exists.
Use the HubSpot icon on the card to open matched records directly in HubSpot.
Card scenarios:
Only HubSpot company sync - integration card
HubSpot contact and company sync (same phone number) - integration card
HubSpot contact, deals, and company sync (same phone number) - integration card
HubSpot multi-entity contacts (2 contacts), deals and company sync (same phone number) - integration card