AloAi Voice Analytics (AVA) entity mapping enables Aloware to send AI-extracted details from AloAi Voice Analytics directly into specific HubSpot Contact properties. This helps teams maintain accurate and updated records without manual data entry.
After each qualifying call, AVA performs the following:
Transcribes the conversation
Identifies predefined “entities,” such as occupation, organization, nationality, or medical condition
Updates the mapped HubSpot contact properties with the extracted data
Adds a “Last Synced” timestamp to a designated date/time property
Configuration for this feature lives in Integration Settings → HubSpot → AVA Entity Mapping, where admins choose which entities they want to sync and which HubSpot fields should receive the data.
This guide explains how the feature works, how admins configure entity mappings, and what users can expect to see on Contact records once the sync is active.
What does AVA entity mapping do?
AVA entity mapping automatically updates HubSpot Contact properties using information extracted from AloAi Voice Analytics. It differs from standard contact property mapping because it updates dynamically after each qualifying call.
Feature | Purpose | Behavior |
Contact property mapping | Sends standard Aloware contact fields to HubSpot | Values update only when an admin configures the mapping or when an existing Aloware contact field changes. |
AVA entity mapping (Dynamic) | Sends AI-extracted entities from call transcripts to HubSpot | Updates after every qualifying call, always using the most recent detected entity. |
Important: A single HubSpot property cannot be used in both models. If a property is already used in the contact property mapping, it cannot be reused for AVA entity mapping.
What problem does this solve?
Before AVA entity mapping, teams relied on manual processes to capture important customer details from calls. Reps had to listen to recordings, take notes, and update CRM fields themselves. This often led to:
Incomplete or outdated contact data because information wasn’t captured consistently
Extra post-call work as agents manually entered details into HubSpot
Missed qualification signals when key details weren’t documented
Inconsistent reporting due to variation in how agents recorded information
AVA automatically converts call transcripts into structured CRM updates, reducing manual steps and keeping HubSpot records accurate based on what was actually said.
How business admins can use this
Admins manage AVA Entity Mapping through the HubSpot Integration settings. From there, they can:
Enable HubSpot Integration and AloAi Voice Analytics, which are required for syncing
Select which AVA entities (e.g., occupation, organization, medical condition) should be sent to HubSpot
Map each entity to the appropriate HubSpot Contact property
Add an optional Last Synced timestamp field to track when data was updated
Resolve conflicts when a HubSpot property is already used in contact property mapping
Verify the setup by testing the mappings with live calls
These controls allow admins to enrich existing HubSpot records and ensure that conversation-derived information stays current without manual updates.
Step-by-step setup for admins
Prerequisites
Enable HubSpot integration
AVA Entity Mapping relies on an active HubSpot connection.
Go to Integrations → HubSpot → Settings and confirm the integration status is “Connected.”
Enable AloAi Voice Analytics
AVA produces the call transcripts and entity extraction results used for syncing.
If AVA is off, no transcript is generated, and no entities can be sent to HubSpot.
Configure minimum talk time
AVA only processes calls that reach the minimum duration required for transcription.
If the call is too short, it is ignored and cannot trigger entity updates.
Set the minimum talk time under AloAi Settings.
Review PII filtering
If PII Filtering is enabled, sensitive fields, such as credit card numbers, SSNs, and gender identity, will be redacted before they reach Aloware.
This means those entities will not sync to HubSpot even if they are mapped. Admins should confirm whether the company intends to block or allow these fields.
Understand overwrite behavior
AVA (dynamic mapping) updates HubSpot after every qualifying call and always pushes the latest detected value for each mapped entity.
AVA extracts only supported entities from transcripts. Unsupported fields or custom HubSpot fields that do not align with an AVA entity will never receive data.
Contact property mapping does not overwrite values unless a field changes in Aloware.
Admins should ensure their team understands this difference before choosing which model to use.HubSpot custom properties must exist
Each AVA entity must map to a valid HubSpot contact property. Admins need to create or verify these fields before mapping. If a field is missing or mismatched in type, the mapping will fall.
In HubSpot → Settings → Properties, create (or verify existing) text fields for each entity you want to sync.
Example: credit_card_number, occupation, nationality.
Add contact property details
(Optional) Create date/time properties for last sync timestamps.
Example: Last Sync: Occupation.Your field type must match the entity type:
Entity values
Entity value
Last synced timestamp
Field type
Single-line or multi-line text
Date and time picker
Add field type
Configure AVA entity mapping in Aloware
Navigate to Integrations → HubSpot → AVA Entity Mapping.
Toggle AVA Entity Mapping → Enabled to activate the feature.
Click Add Mapping to create a new row.
In the AVA Entity dropdown, select the entity you want to sync (e.g., Occupation, Organization, Phone Number).
In the HubSpot Contact Property dropdown, select the property you created in HubSpot.
If a conflict appears (e.g., the property is already used in contact property mapping), resolve it before continuing.
(Optional) Add another mapping row for the entity’s last_synced timestamp and map it to a HubSpot Date/Time property.
Click Save to apply the configuration.
Validation rules
Aloware will prevent saving if:
Any field in the mapping row is blank
The HubSpot property type does not match the expected data type
The HubSpot property is read-only
The property is already used in another mapping configuration
Resolve the highlighted issue, then try saving again.
Test the configuration
Place a test call
After saving the configuration, verify that entity detection and syncing work as expected:
Use a test contact.
Make a call long enough to meet the minimum talk time requirement.
Mention phrases that include the entities you mapped.
Example script:
“My credit card number is 875-55555 372555. The CVV is 36. Expiration is 11/2020. My driver’s license is 255-8555.”This can trigger detection of:
Credit card number
CVV
Card expiry
Driver’s license
Gender (if mentioned)
Location, occupation, organization (if mentioned)
Wait for transcription and sync
Once the call ends, AVA automatically:
Transcribes the conversation
Detects supported entities
Updates the mapped HubSpot properties with the extracted values
Updates the “last synced” timestamp (if configured)
Processing time depends on call length and queue load.
Verify updates in HubSpot
Open the test contact in HubSpot and confirm that:
The mapped HubSpot fields contain the extracted entity values
Date/time properties show the correct timestamp for the last sync
If the values are missing or incorrect, re-check your mappings, property types, and prerequisites.
How regular users can use this
Agents don’t need to configure or manage any part of AVA entity mapping. Once admins set it up, the system works automatically during and after calls. Users simply continue their normal calling workflow, and HubSpot updates will appear in the background.
Make calls as usual. AVA extracts information directly from the conversation—no special scripts or actions required.
View enriched CRM fields in HubSpot. Updated entity values (e.g., occupation, organization, location) appear on the contact record once the call is processed.
Review detected entities. Users can open the contact record to see which fields were updated based on the latest conversation.
Check “Last Synced” timestamps. These time markers help users understand when a field was last refreshed by AVA.
All field updates follow the rules configured by admins; users do not manage mappings or settings.
Step-by-step workflow for users
Start or receive a call with a contact listed in HubSpot.
Speak naturally. AVA will detect supported entities without requiring prompts or keywords.
End the call once the conversation is finished.
Wait for transcription to complete. AVA processes the audio and extracts entities automatically.
Open the HubSpot contact record to view updated fields and any last-synced timestamps.
No additional steps are required to push or refresh CRM data, the sync occurs automatically after processing.
How this relates to other Aloware tools
AVA entity mapping connects Aloware’s voice analytics, call logs, and HubSpot integration to keep CRM data up to date automatically.
AloAi Voice Analytics transcribes calls and detects entities, which AVA then pushes into the corresponding HubSpot contact properties. Unlike contact mapping, AVA updates fields dynamically after every qualifying call.
While call recordings and logs provide raw audio, AVA turns them into structured data, and traditional CDR/MDR activity fields continue to track call activity for reporting.
Together, these tools ensure conversation-based insights are captured and reflected in HubSpot without manual effort.
AVA entity default fields (Properties)
AVA supports a wide range of entities that can be extracted directly from call transcripts and synced to HubSpot.
Each entity must map to a HubSpot Contact property that belongs to the Contact Information group, uses a single-line text field type, and accepts text-based values.
AVA Entity | Description |
Account number | Customer account or membership ID |
Banking information | Bank account or routing details |
Blood type | Blood group mentioned during the call |
Credit card CVV | Credit card verification code |
Credit card expiration | Expiration date of a credit card |
Credit card number | Full credit card number |
Date | Any specific calendar date mentioned |
Date interval | Time ranges (e.g., “next month,” “Q1”) |
Date of birth | Birthdate mentioned by the caller |
Driver's license | Driver’s license ID |
Drug | Medication or supplement names |
Duration | Time duration (“3 hours,” “10 minutes”) |
Email address | Any email address mentioned |
Event | Holidays, events, or special occasions |
Filename | File names or file paths |
Gender identity | Gender identity references |
Healthcare number | Insurance or healthcare IDs |
Injury | Injuries or health-related incidents |
IP Address | IPv4/IPv6 IP addresses |
Language | Language spoken or referenced |
Location | Addresses or geographic references |
Marital status | Relationship or marital identifiers |
Medical condition | Illnesses or medical diagnoses |
Medical process | Treatments, tests, or procedures |
Money amount | Any currency amount detected |
Nationality | Nationality or ethnicity |
Number sequence | Misc. numeric/alphanumeric sequences |
Occupation | Job titles or profession |
Organization | Company or institution names |
Passport number | Passport identification number |
Password | Passwords or PIN-like codes |
Person age | Stated or inferred age |
Phone number | Phone or fax numbers |
Physical attribute | Bodily or physical descriptors |
Political affiliation | Political groups or ideologies |
Religion | Religious references |
Statistics | Medical metrics/statistics |
Time | Clock time (“8 AM,” “14:30”) |
URL | Website or web link |
US SSN | US Social Security Number |
Username | Online username/handle |
Vehicle ID | VIN, license plate, or vehicle codes |
Zodiac sign | Zodiac or astrological signs |