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, Agent, 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.
Only contacts that have at least one phone number are added to the campaign. Contacts in your HubSpot list without a phone number can't be dialed, so they aren't added or counted in the campaign's total contacts. This is why your campaign may show fewer contacts than your HubSpot list. To include them, add a phone number to those contacts in HubSpot (or in CloudTalk) and they'll be picked up on the next sync.
Your campaign is ready to go! đ Learn how to start dialing using your preferred app in the Using Campaigns with 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 â 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 â 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.
Contacts flagged with Exclude from CloudTalk campaigns are skipped, even if they are still in the list.
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 â up to ~24 hours later. To stop calling a specific contact right away, use the Exclude from CloudTalk campaigns property described below.
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 â even overnight. This is expected behavior.
Removing a contact from all campaigns immediately
If someone should no longer be called, you don't have to wait for the daily reconciliation. Flag the contact in HubSpot and CloudTalk removes them from every campaign linked to your HubSpot account, usually within a minute.
One-time setup: create the exclusion property in HubSpot
CloudTalk looks for a specific contact property in your HubSpot account. It is not created automatically, so a HubSpot admin needs to add it once:
In HubSpot, go to Settings > Properties and select the Contact object.
Click Create property.
Set the label to Exclude from CloudTalk campaigns.
Set the internal name to exactly
cloudtalk_exclude_from_campaign.
Important: HubSpot generates a different internal name from the label by default, so edit it before saving. CloudTalk only recognises this exact name. Choose the field type Single checkbox and save.
Without this property, contacts are only removed during the daily reconciliation. The internal name must match exactly, including underscores.
Flagging a contact
Tick Exclude from CloudTalk campaigns on the contact record in HubSpot, or have a HubSpot workflow set it to true. CloudTalk confirms the value directly in HubSpot and removes the contact from all your campaigns. Nothing needs to be done in CloudTalk.
Putting a contact back
Clear the checkbox. The contact becomes eligible again and is added back by the regular list sync if they are still in a synced list.
Good to know
Only campaign membership is removed. The contact and their data stay in HubSpot and CloudTalk.
The flag is global: the contact leaves every campaign on your HubSpot account, not one specific list.
The daily reconciliation also honours the flag, so flagged contacts are never re-added by the sync.
Bulk edits are processed at up to 1,000 contacts per 5 minutes per HubSpot account. Anything above that is removed during the next daily reconciliation. All flagged contacts are removed, just not all in the same minute.
Disposition Mapping to HubSpot Outcomes
â ď¸ 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 campaign.
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 â we're here for you.