Learn how to use HubSpot with the campaign dialers - from importing contact lists and syncing audiences to configuring campaigns and exporting call data.
User level: Admin, Supervisor
Integrating HubSpot with CloudTalk Dialer or Power Dialer helps sales and support teams work more efficiently by streamlining call workflows and automating data entry. Instead of manually logging call outcomes, the integration automatically updates HubSpot Activity Outcomes based on call dispositions.
With this setup, teams can focus more on conversations that drive results rather than spending time on administrative tasks. By syncing contact lists, tracking call activity, and automating follow-ups, businesses can improve response times and maintain accurate records of every interaction within HubSpot.
Prerequisites
To use this setup, you must have:
an Admin or Supervisor role in CloudTalk
an active HubSpot integration
One or more contact lists in HubSpot that is viewable by everyone (no access limits)
Importing Campaign Audience from a Contact List
To set up a campaign with an audience imported from HubSpot, follow these steps to connect your HubSpot list and sync contacts directly into the campaign.
Go to Dialer > Campaigns, click
+ Add Campaign, and configure the campaign according to your requirements.In Basic Settings, there are two options for adding contacts to your campaign.
For Contacts from your CRM, select CRM Contact List.
Type or scroll to search and select the desired list by name.
The list names you can choose from will be from contact lists in HubSpot.
Select Create Campaign and Confirm to finalize changes.
Contacts from the selected list(s) in HubSpot will automatically be added as campaign contacts.
Your campaign is ready to go! 🚀 Learn how to start dialing using your preferred app in the Dialing Calls Through CloudTalk Dialer article.
How the HubSpot List Sync Works
CloudTalk keeps your campaign audience aligned with your HubSpot list using two sync mechanisms that run on different schedules:
Continuous additions — every 10 minutes
Every 10 minutes, CloudTalk asks HubSpot for any contacts that have been added to the list since the last check, and adds them to the CloudTalk campaign audience.
This step only adds contacts. It never removes them.
New contacts entering your HubSpot list, including contacts re-entering a dynamic list (e.g., once they become callable in their time zone), will appear in your campaign within ~10 minutes.
Daily reconciliation — every 24 hours
Once every 24 hours, CloudTalk pulls the full current HubSpot list and reconciles it with the campaign audience:
Contacts present in the HubSpot list but missing from the campaign are added.
Contacts present in the campaign but no longer in the HubSpot list are removed.
The 24-hour cycle starts from the moment the campaign was first set up. If the campaign was created at 3:00 PM, the daily reconciliation runs around 3:00 PM each day.
Why you may still see contacts after a HubSpot list is emptied
Because removals only happen during the daily reconciliation, contacts removed from your HubSpot list will remain in the CloudTalk campaign audience until the next 24-hour pass runs. If you empty the list at 9 PM but the daily reconciliation already ran earlier that day, those contacts will stay in the campaign until the next reconciliation — up to ~24 hours later.
If your list uses dynamic conditions (TCPA windows, time-zone-ready, lifecycle stage, etc.), contacts can naturally re-enter the list as they start meeting those conditions. The 10-minute additions sync will pick them up and add them to the campaign — even overnight. This is expected behavior.
Disposition Mapping to HubSpot Outcomes
⚠️ Important: Disposition mapping currently works only with the CloudTalk Dialer. If you are using the Power Dialer, integration mappings like custom activity types or call outcome exports are not supported at this time.
Disposition Mapping to HubSpot Outcomes enables you to sync call dispositions assigned to campaign calls in CloudTalk directly to the Activity Outcome field in HubSpot, ensuring accurate and consistent reporting across both platforms.
Go to the Disposition Settings tab.
Create dispositions for your campaing.
Use the Integration Mapping dropdown to link each disposition to a corresponding HubSpot Activity Outcome.
Save the settings to sync call results automatically.
Exporting Dialer Calls to HubSpot
When calls go through a campaign, CloudTalk exports the following details to HubSpot:
If mapped Call dispositions are automatically logged as HubSpot Activity Outcomes
Standard call details, including talk time, wrap-up time, linked contacts, users, and deals
Conversation Intelligence data (if enabled) to support data-driven decision-making.
Need help or have a question? Just reach out through our Support portal — we’re here for you.