Aloware actions can be added inside HubSpot workflows triggered by four different object types: Contacts, Deals, Companies, and Tickets.
Each workflow type runs the same set of Aloware actions (Send a text, Enroll to sequence, Add to power dialer, Preview dialer, etc.), but the way Aloware identifies who the action applies to depends on the object that triggered the workflow.
This article walks through what each workflow type does, which actions are available, how Aloware resolves the contact when the workflow is triggered by a non-contact object, and the configuration each action requires.
What is each workflow type?
Contact-based workflows trigger on a contact record. Every Aloware action applies to that contact directly. No association lookup is needed.
Deal-based workflows trigger on a deal record. Aloware looks up the contacts associated with the deal and applies the action to them.
Company-based workflows trigger on a company record. Aloware looks up the contacts associated with the company and applies the action to them.
Ticket-based workflows trigger on a ticket record. Aloware looks up the contacts associated with the ticket and applies the action to them.
Prerequisites
Deal-based workflows are available for Sales Hub Professional and Enterprise users.
Ticket-based workflows are available for Service Hub Professional and Enterprise users.
Company-based and contact-based workflows follow HubSpot's standard workflow tier requirements.
The Aloware–HubSpot integration must be connected, and the Aloware user sending the action must have a usable line in Aloware.
How to add Aloware actions to HubSpot workflow
After creating your HubSpot workflow, you can add Aloware actions which can be found in the Aloware extensions.
In your HubSpot account, click the Workflows tab.
Click Create workflow → From scratch.
Choose the workflow type: Contact-based, Deal-based, Company-based, or Ticket-based.
Name the workflow.
Set the enrollment trigger.
Click the + icon to add an action.
In the right panel, scroll to Aloware and pick the action you want.
Available Aloware actions per workflow type
The same eight Aloware actions are available across all four workflow types:
Send a text (SMS/MMS)
Enroll to sequence
Disenroll from all sequences
Add to user's power dialer
Remove contact from power dialer
Clear power dialer list
Clear all user's power dialer lists
Preview dialer
The differences between workflow types come from how the contact is resolved, not which actions are available.
Contact-based workflows
Contact-based workflows are the most direct path. The enrolled record is already a contact, so every action runs against that contact with no resolution step.
Use cases: lead nurturing, appointment reminders, post-call follow-ups, re-engagement, Power Dialer queue management, anything where a single contact drives the workflow.
What admins control:
Line selection - any shared account line or the user's personal line
Send as attribution - aspecific user, HubSpot Contact Owner, or Aloware Contact Owner
Phone field - Phone Number, Mobile Phone Number, WhatsApp Phone Number, or Fax Number
Message body with HubSpot tokens
Optional MMS media URL (.gif, .png, .jpg)
Power dialer queue position and duplicate prevention rules
Deal-based workflows
Deal-based workflows run when a deal is created, updated, or moves stage. Because the Deal is not itself a contact, Aloware resolves the recipient through HubSpot's associations.
This workflow type fits anything driven by pipeline activity. A common setup is sending a follow-up SMS the moment a deal moves to a specific stage, enrolling the deal's primary contact in a sequence after a proposal goes out, or assigning the deal's contacts to an account executive's Power Dialer queue when a deal is marked "Ready to Close."
It also handles cleanup, such as removing contacts from dialer queues and disenrolling them from sequences once a deal is Closed Won or Closed Lost.
Recipient options:
First associated contact - sends to the first contact returned for the Deal.
All associated contacts - sends to every contact linked to the Deal.
Filter by Association Label - sends only to contacts carrying selected HubSpot association labels (e.g., "Decision Maker", "Billing Contact"). Multiple labels can be selected; any contact matching at least one label is included.
Send as also includes HS::Deal Owner. When selected, Aloware reads the owner from the Deal record and attributes the SMS to that user in both the Aloware conversation log and the HubSpot activity feed. The Contact Owner is not changed.
Fallback order if Deal Owner cannot be resolved (missing Deal ID, missing owner, unmapped user, or API error):
HS::Contact Owner
Alo::Contact Owner
If neither is available, the SMS is not sent and an info log is recorded.
Phone field selection is also available in Deal-based workflows. The system resolves the associated contact, then reads the chosen phone field on that contact.
If the field is empty, the action fails gracefully and logs the result, so no SMS is sent to the wrong number.
Company-based workflows
Company-based workflows trigger on a Company record. Aloware resolves the contacts associated with that Company and applies the action to them.
This workflow type covers anything that happens at the account level rather than the individual contact level.
Examples: kicking off an onboarding text to every contact at a newly signed company, alerting all contacts at an account when a renewal date approaches, sending an outreach when a company's health score drops, or clearing a CSM's Power Dialer queue when an account is reassigned to a new owner.
Recipient options: First associated contact, All associated contacts, or Filter by Association Label (using Company-Contact labels configured in HubSpot).
Send As options: specific user, HubSpot Contact Owner, or Aloware Contact Owner. Deal Owner is not applicable.
All other configuration (line, phone field, message tokens, MMS media URL, Power Dialer settings) matches deal-based behavior.
Ticket-based workflows
Ticket-based workflows trigger on a Ticket record. Aloware resolves the contacts associated with the Ticket and applies the action to them.
Use this workflow type when the ticket itself drives the action.
For example, sending an SMS acknowledgment the moment a new ticket is opened, alerting the contact when their ticket is escalated, dropping the contact into a support agent's Power Dialer queue when an SLA breach is detected, or confirming via SMS once the ticket is resolved.
Recipient options: First associated contact, All associated contacts, or Filter by Association Label (using Ticket-Contact labels configured in HubSpot).
Send As options: specific user, HubSpot Contact Owner, or Aloware Contact Owner.
All other configuration matches Deal- and Company-based behavior.
How contact resolution works for non-contact workflows
When a Deal-, Company-, or Ticket-based workflow runs, Aloware applies the following order:
HubSpot returns the contacts associated with the enrolled object.
If a Phone Number is explicitly set in the action and is non-empty, it takes precedence, and the SMS goes to that number directly.
Otherwise, contacts are filtered by the selected Association Label(s) (if any).
From the filtered list, the Perform this action on which party? setting picks either the First contact or All contacts.
If no contact remains after filtering, no SMS is sent and an info log entry is recorded.
Action configuration reference
Aloware: Send a Text (SMS/MMS)
Aloware Line to Send From (line_id) - the line the message is sent from. Choose the user's personal line or a shared account line.
Send As (user_id) - the user the message is attributed to. Options: specific user, HubSpot Contact Owner, Aloware Contact Owner. Deal-based workflows also offer HubSpot Deal Owner.
Phone Field - which contact phone property to use — Phone Number, Mobile Phone Number, WhatsApp Phone Number, or Fax Number.
Phone Number (phone_number) - optional override. If set and non-empty, this number is used directly and the recipient logic above is skipped.
Message - message body. Supports HubSpot tokens drawn from the enrolled object's properties.
Media URL (image_url) - optional media link (.gif, .png, .jpg) for MMS.
Filter by Association Label - Deal/Company/Ticket only. One or more labels.
Perform this action on which party? - First or All associated contacts (after label filter is applied).
Aloware: Enroll to Sequence
Sequence (sequence_id) - the Aloware sequence the contact will be enrolled in.
Force Enrollment - set to Yes to disenroll the contact from any current sequence and enroll them in the selected one. Set to No to skip if the contact is already enrolled elsewhere.
Perform this action on which party? - First or All associated contacts (Deal-, Company-, Ticket-based workflows).
Aloware: Disenroll from all sequences
Removes the contact (or contacts associated with a Deal, Company, or Ticket) from every Aloware sequence they are currently enrolled in. No additional configuration. Useful when a contact's status changes, a deal closes, or the contact opts out.
Aloware: Add to user's power dialer
User (line_id) - the user whose Power Dialer queue receives the contact.
Phone Number - the contact phone number to add.
Direction - Top or Bottom of the queue.
Prevent Duplicates - Yes blocks adding the same number twice for that user; No allows duplicates.
International Phone Numbers - Yes processes international numbers; No skips them.
Perform this action on which party? - First or All associated contacts (non-contact workflows).
Aloware: Remove contact from power dialer
Removes the contact from every Power Dialer list they appear on across the account. Use after a deal closes, a ticket resolves, or a contact requests no further outreach.
Aloware: Clear power dialer list
User (user_id) - the user who owns the list.
PowerDialer List (contact_list_id) - the specific list to clear. Options are filtered by the selected user.
Clears every contact from the selected list. The list itself remains.
Aloware: Clear all user's power dialer lists
User (user_id) - the user whose Power Dialer queues will all be cleared. Picking a Contact Owner clears that owner's queues.
Empties every power dialer list belonging to that user. Useful when reassigning territories or resetting campaigns.
Aloware: Preview dialer
Initiates a two-legged automated call. The agent's line rings first; once the agent picks up, the contact is dialed and connected. The agent has a moment to review context before the contact is on the line. Available in all four workflow types.
Triggering workflows from Aloware webhooks
Operations Hub Professional and Enterprise users can trigger HubSpot workflows from Aloware webhook events.
In the enrollment trigger panel, click Set up triggers → From a webhook.
Name the webhook event in HubSpot and copy the webhook URL.
In Aloware's webhook settings, paste the URL and pick the events to send.
Send a test event from Aloware so HubSpot can capture the payload structure.
Review the test event in HubSpot and confirm the data looks correct.
Map each property: label it, set the data type, remove anything not needed.
Pick the property that matches HubSpot's Email field. HubSpot uses this to find the right contact to enroll.
The workflow only runs if the matching contact already exists in HubSpot.
Error handling and blocking behavior
Aloware uses HubSpot's Blocking API for custom workflow actions. When an action fails, the workflow branch stops, a structured error is returned to HubSpot, and stakeholders are notified.
Statuses surfaced in HubSpot's execution history:
Successfully processed HubSpot workflow event
Partially processed HubSpot workflow event
Problem when processed HubSpot workflow event
Error when processed HubSpot workflow event
Each log entry includes:
message
timestamp in ISO 8601 (YYYY-MM-DDTHH:MM:SS.sssZ)
phone_number in E.164 format
job_id as a UUIDv4
severity (info, warning, or error)
Stakeholder notifications include the workflow name, object ID, timestamp, error code/message, and recommended next step. Notifications are dispatched once per blocking event even if HubSpot retries the action.
Related actions in Aloware
Communication logs in the Aloware dashboard tag every workflow-sent message with Creator Type: HubSpot Workflow. To surface this column, open the Communication Logs page → Table Settings → enable Creator Type.
Power dialer actions (Add, Remove, Clear, Clear All) work alongside Aloware's manual Power Dialer setup. Workflow actions and manual list edits operate on the same queues.
Sequence actions (enroll, disenroll) reference the same sequences shown in Aloware's Sequences page. The
sequence_idused in HubSpot must match the Aloware sequence ID.
Configuration checklist before going live
The Aloware line selected in the action exists and has a number assigned.
Every user referenced by Send As is mapped between HubSpot and Aloware. Personal-line attribution requires the user to have a personal line in Aloware.
Phone fields used in the action are populated on the contacts the workflow will enroll.
Association labels referenced in Deal/Company/Ticket workflows match the labels currently configured in HubSpot.
Sequence IDs and Power Dialer list IDs reference resources that exist in Aloware.
The workflow has been tested with a small enrollment list before broad rollout.