HubSpot CRM Integration for TrioPBX
Give your reps a timeline they can trust. TrioPBX creates HubSpot call engagements automatically, opens the right record on connect, and lets you dial straight from HubSpot.
Make HubSpot Your Single Source of Truth for Calls
TrioPBX writes clean, structured call activities to HubSpot—paired with screen pops, rep-friendly notes, and optional recording links—so sales and service can move fast without manual updates.
Call Engagements on Autopilot
Inbound and outbound calls are logged as HubSpot engagements with direction, duration, agent, timestamp, and associations to the correct records.
Screen Pops that Find the Right Record
Match caller ID to Contact or Company, then pop that page on connect. Optionally associate a Deal or Ticket for tighter funnel/service views.
Click-to-Call in HubSpot
Start calls from HubSpot with one click—ensure the activity is attached to the record your rep is working from.
Outcomes, Notes & Follow-ups
Capture call outcomes and wrap-up notes; create follow-up tasks automatically so the next step is never missed.
Secure Recording Links (Optional)
Attach a policy-aware TrioPBX recording URL to the engagement. Control who can play it back via roles and scopes.
Governance & Privacy
Respect regional policies with configurable logging, field limits, and audit-friendly event trails.
Works seamlessly with TrioPBX:
Setup Guide — Up and Running in Minutes
Authenticate HubSpot, define how calls should match and log, enable click-to-call, and verify screen pops. No custom code required for the default flow.
1) Prerequisites in HubSpot
- Admin permission to connect apps and manage calling settings
- Contacts/Companies structured with phone fields consistently
- Optional: standardized outcomes and task queues for follow-ups
2) Connect HubSpot in TrioPBX
- Go to Admin → Integrations → HubSpot
- Authenticate with OAuth and pick your portal
- Select objects to associate (Contacts, Companies; optional Deals/Tickets)
3) Configure Logging & Matching
- Choose caller-ID matching priority (Contact → Company → new record?)
- Turn on call outcome mapping and follow-up task creation
- Enable secure recording URL inclusion (optional)
4) Enable Click-to-Call + Screen Pops
- Activate click-to-call in HubSpot
- Place a test call from a Contact record
- Verify the engagement is logged and the correct page pops on connect
How to auto-create contacts from first-time callers
Capture more leads by creating CRM contacts automatically when a new caller reaches your team. If this option isn’t visible in your dashboard, it’s available as a Premium custom integration. See Premium or request an integration.
- Detect first-time callers. TrioPBX checks recent call logs for the incoming number. If no match is found, we mark it as “new”.
- Choose the trigger. Inbound answered, missed, or voicemail-left. (You can add outbound as well.)
- Map fields. Phone → CRM Phone; Caller ID/Name → CRM Name; Source → “TrioPBX”, plus optional tags like “First-time caller”.
- Create the record in your CRM. We call your CRM’s “Create Contact/Lead” endpoint, then store the CRM record ID in call notes.
- Log the call to the new record. Add a call activity with direction, outcome (answered/missed/voicemail), duration, and recording/voicemail link (if available).
- Test & refine. Place a test call, verify the new record, and adjust field mappings or tags.
Zoho CRM
- Object: Contacts
- Dedupe by: Phone
- Optional: Convert to Lead if Sales-owned
HubSpot
- Object: contacts
- Properties:
phone,hs_lead_status - Activity: Call engagement
Salesforce
- Object: Contact (or Lead)
- Phone normalization: E.164
- Activity: Task/Call Log
How to auto-assign follow-ups to owners after missed calls
Turn every missed call into a tracked task automatically. If you don’t see this option in your plan, it’s delivered via our Premium custom integration. Compare plans or request an integration.
- Detect missed calls. Trigger on dispositions like “NO ANSWER”, “ABANDONED”, or “VOICEMAIL LEFT”.
- Identify the owner. Match caller to an existing CRM record; use record owner or apply round-robin if unassigned.
- Create a follow-up task. Set due date (e.g., +1 business day), priority, and task type (Call/Follow-up).
- Attach call context. Include caller number, queue/IVR, disposition, and links to recording/voicemail.
- Notify the assignee. Optional email/Slack alert so nothing slips through.
- Measure outcomes. Report on tasks completed within SLA, callbacks connected, and conversions.
Zoho CRM
- Task Module: Calls or Tasks
- Owner: Contact Owner
- Optional: Workflow escalation
HubSpot
- Action: Create Task
- Assign:
hubspot_owner_id - Record: associate to contact/company
Salesforce
- Object: Task (Type: Call)
- WhoId/WhatId associations
- Optional: Case auto-creation
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Every customer call, captured in HubSpot
TrioPBX keeps your timeline clean and complete. Add Voice AI Agents to triage, qualify, and schedule—24/7.