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
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
AdminorSupervisorrole in CloudTalkan 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 HubSpot Lists Sync with CloudTalk Campaigns
The synchronization of contacts between HubSpot and CloudTalk campaigns is automated and works in two stages:
Regular Contact Import (Every 10 Minutes)
Contacts from the selected HubSpot contact list are imported into the CloudTalk campaign audience every 10 minutes. This ensures that new contacts added to the HubSpot list are quickly reflected in the campaign audience within CloudTalk.
💡 If the same contact appears in multiple HubSpot lists you've selected, CloudTalk automatically merges duplicates so that each contact is only added once per campaign. However, the same contact can still be included in multiple different campaigns.
Campaign Audience Cleanup (Every 24 Hours)
Once every 24 hours, starting from the moment the campaign was created, CloudTalk reviews and compares the current campaign audience with the associated HubSpot list.
If a contact is no longer present in the HubSpot list, but still exists in the CloudTalk campaign audience, that contact will be automatically removed from the campaign audience.
This ensures the campaign audience stays up to date and aligned with the latest list structure in HubSpot.
💡 The daily review runs every 24 hours, starting from the exact time the campaign was first set up. So if the campaign was created at 3:00 PM, the cleanup will happen around 3:00 PM each day.
Disposition Mapping to HubSpot Outcomes
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.
If you need any further assistance please do not hesitate to reach out to our Support team, we are always happy to help!