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Connect HubSpot and you can dial any HubSpot list, or everything due to you today, straight from the dialer. Every call you log lands on the contact’s timeline and closes its open call tasks. Your reps stop copying call notes into HubSpot, and your reports count every dial.

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Before you start

  • A HubSpot user who can approve the install. A super admin always can. A user with a restricted permission set may be refused.
  • The right HubSpot seat for each rep. Reps need a seat that lets them create calls and tasks on contacts. Sequences, deals and sales email history depend on Sales Hub features.
  • An admin to map dispositions and fields once. Reps only sign in.

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Connect HubSpot

1

Decide who connects

Most teams have each rep connect their own HubSpot user. Calls are then logged as that rep, and “All due tasks” pulls from their own queue.Or an admin connects once and turns on Share with team. Reps who never connect use the admin’s connection, and the admin picks the HubSpot owner for each rep. See sharing an integration.
2

Sign in and approve every permission

Go to Settings › Connections › Integrations, find the HubSpot card and click Connect. Choose your portal and approve. Approve everything HubSpot shows. A permission you skip now can only be added later by reconnecting.
3

Set the call task source

In the integration’s settings, pick the HubSpot user whose tasks All due tasks should import. Salesfinity also uses this user’s owner on every call it logs, so it should be the rep’s own HubSpot user. It starts as the person who connected.In a shared integration, set it per rep under Call task source per member. A rep without one cannot import tasks.
4

Map dispositions and fields

Use the automatic suggestion to map every Salesfinity disposition to a HubSpot call outcome. Then map contact properties to Salesfinity fields, and pick any custom properties you want on the contact card.
5

Test with one call

Import a small list, dial one contact and log the call. Open the contact in HubSpot. The call should sit on the timeline under the rep’s name, and any open call task on that contact should now be completed.
You are done when a test call shows on the HubSpot contact under the right owner, and the open call task on that contact is closed.

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Permissions HubSpot asks for

When you click Connect, HubSpot shows two groups of permissions. The first group is required: HubSpot refuses the install if your portal cannot grant one of them. The second group is optional: HubSpot grants each one only if your portal has the feature, so a portal without deals or sequences can still connect.

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Required

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Optional

An optional permission cannot be added later without reconnecting. If you see “missing the Companies read permission” or “missing the Deals read permission”, disconnect HubSpot, connect again and approve the full list. See Fix integration problems.
Salesfinity is a public HubSpot app. Nothing is added to your portal beyond the app itself, which shows in HubSpot under Settings › Integrations › Connected Apps once someone connects.

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What Salesfinity imports

You can import from HubSpot in two ways.
Pick any HubSpot list, active or static. Salesfinity reads its members into a Salesfinity contact list with the same name. Reps see every list their HubSpot user can see, so restrict list visibility in HubSpot and the picker follows.
Each contact keeps its HubSpot contact ID. That is how the call finds its way back to the right record. Fields are filled from your contact field mapping, and unmapped properties are not imported.

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What Salesfinity writes back

When you log a call on a HubSpot contact, Salesfinity creates a call engagement and attaches it to the contact. Call history in Salesfinity keeps a link to the engagement, so you can open it in HubSpot.

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Open call tasks close themselves

After the engagement is created, Salesfinity looks at the contact’s tasks. Every task that is a call task and still not started is set to completed, keeps its owner and gets the body “Call was made.” Email tasks, to-dos and tasks already in progress are left alone. That is why a task you imported disappears from your HubSpot queue after the call, without anyone opening HubSpot.

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Calls on contacts that did not come from HubSpot

If you dial someone from a CSV or a custom list, the call still reaches HubSpot when HubSpot is connected. Salesfinity looks for the person by LinkedIn URL, email or phone number. If nobody matches, it creates the contact first and then logs the call. See how a call gets back to your CRM. Phone numbers found by enrichment or edited in the dialer can also be pushed back onto the HubSpot contact.

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Who owns the call

HubSpot keeps the user who signs in apart from the owner used on records. When a rep connects, Salesfinity looks up their owner and stores both. The call task source setting changes that owner: every engagement uses the call task source’s owner, and “All due tasks” filters on it. If a rep’s calls show up with no owner, the rep has no owner record in the portal. Create one in HubSpot, then reconnect.

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The full round trip

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Objects and access

The dialer never deletes anything in HubSpot and never archives a contact.

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Sequences

From the dialer you can enroll a contact in a HubSpot sequence. Enrolling needs the optional sequence enrollment permission, and it sends from the connected HubSpot user’s inbox. HubSpot has no public way for apps to unenroll a contact. So remove and move between sequences are not available for HubSpot. Do those in HubSpot itself.

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Settings reference

Open the integration after you connect to reach these settings.
The HubSpot user whose tasks “All due tasks” imports, and whose owner goes on every call engagement. It starts as the person who connected. Change it if a manager connects for a rep, or if tasks are assigned to a shared owner.
Maps each Salesfinity disposition to a HubSpot call outcome. Salesfinity’s built-in dispositions fall into answered, no answer, left voicemail, gatekeeper, bad number and cancelled. Every one must be mapped. When HubSpot has fewer outcomes, several dispositions can map to the same one. Use the automatic suggestion, then adjust.
Which HubSpot property fills each Salesfinity field. A field can pull from more than one property. That helps when a phone number may live in either Phone or Mobile.
Extra contact, company and deal properties to bring across. Supported types are text, textarea, number, date, select, radio, checkbox, single checkbox and phone number. They show as custom fields on the contact in the dialer and work in filters.
Available to an admin or the team owner on their own HubSpot connection. Shares the field and disposition mappings with every member. Members who have not connected HubSpot use this connection to import and log calls.

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Questions admins ask

A call engagement stores duration, outcome, direction, the recording link and both phone numbers as real properties. HubSpot reports and workflows can use them. A note would lose all of that.
HubSpot limits search requests per portal, shared by every app and user in it. Salesfinity slows its own searches to stay under the limit and retries when HubSpot asks it to wait. Large imports can take longer at busy times, but they do not fail because of it.
Salesfinity stores each connected user’s access and refresh token in its credential store. They are never shown in the app or returned by the API. Disconnecting deletes them, and uninstalling the app in HubSpot makes them useless.
Ari can look up HubSpot records for you. When it wants to create or change a record, such as updating a deal stage, it shows you the change and waits for your approval. Ari is available on Enterprise and Enterprise+ plans. See Ari.

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Next steps

How a call gets back to your CRM

What happens after you log a call, and what each sync status means.

Fix integration problems

Missing permissions, empty imports and failed syncs.