The HubSpot company integration allows calls and SMS messages handled through Aloware or HubSpot to be logged to the corresponding HubSpot company and contact records.
Where an engagement is logged depends on the phone number match, existing contact association, and the configured contact creation setting.
Before using the integration, make sure each user's email address in Aloware matches the user's email address in HubSpot. Also, assign the required phone lines to the appropriate campaigns in Aloware.
If HubSpot has not yet been integrated with Aloware, see connecting HubSpot companies with Aloware.
Setting up and using Aloware for calls and messages
You can make and receive calls and send and receive SMS messages from Aloware. The resulting engagements are synchronized to HubSpot based on the phone number and the existing contact or company association.
Making or receiving calls from Aloware
Access the contact in Aloware (ensure the number matches a HubSpot company for company-level engagement).
For an outbound call, open the contact and click the Call icon.
For an inbound call, answer the incoming call notification.
After the call, the engagement, including available details such as duration and outcome, is recorded in the applicable HubSpot record.
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 messages, view the conversation and notifications in Aloware. The SMS engagement is recorded in the applicable HubSpot record.
How calls and messages are synced to HubSpot
The same matching logic applies to both call and SMS engagements. The phone number determines whether the engagement is associated with a HubSpot company, contact, or both.
Company match without a contact: If the phone number matches a HubSpot company but there is no matching HubSpot contact, the communication activity is logged to the company record.
Contact match without a company: If the phone number matches a HubSpot contact but not a company, the communication activity is logged to the contact record.
Contact and company match: If the Aloware contact is linked to a HubSpot contact associated with a company, the communication activity is logged to the applicable contact and company records.
No matching contact: If Contact Creation is set to bi-directional and no matching contact exists, a new HubSpot contact is created and associated according to the integration configuration.
These rules determine which HubSpot records receive the communication activity. The same synchronization behavior applies to subsequent calls and SMS messages using the associated phone number.
Making and logging calls and messages from HubSpot
Calls and SMS messages can also be initiated from a HubSpot company record. When communication is initiated from HubSpot, Aloware checks for an existing contact with the same phone number and creates a contact when required by the configured Contact Creation setting.
Making calls from HubSpot
To make a call:
Open a HubSpot company record with a valid phone number.
Use the HubSpot Dialer to make the call.
If no Aloware contact exists with the same phone number and linked to the HubSpot company, Aloware creates a contact automatically when the first call is made.
If an Aloware contact with the same phone number is already linked to a HubSpot contact associated with the company, the call engagement is recorded for both the company and associated contact in HubSpot.
Sending SMS from HubSpot
To send an SMS:
Open the HubSpot company record.
Use SMS Messenger to compose the message.
Use
[FullName]to reference the company name.Click Send.
If no Aloware contact exists with the same phone number and linked to the HubSpot company, Aloware creates a contact automatically when the first SMS is sent.
If an Aloware contact with the same phone number is already linked to a HubSpot contact associated with the company, the SMS engagement is recorded for both the company and associated contact in HubSpot.
Reviewing communication activities in HubSpot
After a call or SMS is handled from either Aloware or HubSpot, you can review the resulting engagement in the applicable HubSpot activity records.
If the phone number is associated with both a HubSpot company and contact, check the activity records for both records to verify where the engagement was logged.
Working with the integration card
The Integration Card allows you to sync an Aloware contact or company with HubSpot and view the associated HubSpot records.
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 a matching contact is found, the Integration Card updates to show the association.
If no matching contact is 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 the matched records directly in HubSpot.
The Integration Card can show different associations depending on the records found during synchronization. The available scenarios include:
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