HubSpot Integration

HubSpot is a premium integration available to customers on the Pro or Elite pricing plan. Learn about the benefits and how to upgrade your account in this article.

Integrating CallRail with your existing HubSpot account allows you to send calls and texts messages directly to your HubSpot lead activity timelines for a unified look at your lead management. You’ll be able to view caller's contact info, listen to call recordings, and see caller activity info like lifecycle stage, first and last touch, and recent interactions all inside your HubSpot timelines.

Use this article to learn:

  • How CallRail reports data to HubSpot
  • How to integrate CallRail with HubSpot
  • How to disable your HubSpot integration

Getting Started

In order for CallRail to send data to HubSpot, you'll need an active tracking number for an online campaign and have dynamic number insertion installed on your website. Both keyword-level and source-level tracking numbers report data to HubSpot. However, keyword tracking numbers provide additional call data such as marketing source, landing page, and PPC keywords.

Learn more about keyword tracking

CallRail will send your tracking number, number name, company name associated with the tracking number, call recording, call duration, and contents of any text message sent or received by a CallRail tracking number as an engagement in your HubSpot lead timelines. 

Call recordings will be available on your HubSpot dashboard for one week after a call was made. After a week, calls will be available in CallRail.  

Your CallRail Data in HubSpot

As soon as the phone call begins, CallRail creates a lead for the person calling your business. Once your call ends, we'll send the phone call to HubSpot as a call activity. We'll push data to HubSpot according to a caller's cookie ID or telephone number as follows:

  • If the caller's web session is already associated with a HubSpot tracking cookie, we'll tie the activity tracked within CallRail with the corresponding contact's cookie ID.

  • If no HubSpot cookie is available, CallRail will search your HubSpot contact phone number for a match. If a match is found, the activity tracked by CallRail will be associated with the corresponding contact with that phone number.

  • If no HubSpot cookie ID is available, and if the caller's telephone number does not match any of your HubSpot contacts, CallRail will create a new contact and associate the phone call or text message activity with the new contact.

For text messages, the body of the message will be sent to Hubspot for messages that are sent or received by a tracking number.

Integrating with HubSpot

CallRail's integration with HubSpot is company-dependent within your account. Use the instructions below for each company you'd like to integrate with HubSpot.

  1. Click Settings at the top of the page.


  2. Choose the company you’d like to integrate with HubSpot.


  3. Select All Integrations from the Integrations menu on the left.


  4. Choose HubSpot from the list of available integrations.


  5. Enter your HubSpot ID (HUB ID), which can be found by clicking the Help icon from your HubSpot Dashboard. You can also find your HUB ID at the very bottom of your HubSpot Dashboard, in the gray bar that stretches across the page.

  6. Indicate whether or not CallRail should create a new lead in your HubSpot account when no lead is found.


    • Choose Create a new lead when no lead is found to allow CallRail to post new leads to HubSpot.
    • Choose Do not create new leads, and CallRail will only post call activities to existing leads within your HubSpot account.

  7. Click Authorize once you've entered your HubSpot ID. You'll be taken to HubSpot and asked to authorize CallRail to use data from your account. We will never see your HubSpot password.


Trigger Workflows for Phone Calls

You can create workflows in HubSpot that will trigger an action based on your selected criteria whenever you receive a phone call to a tracking number. Read more about HubSpot workflows.

If you're transitioning from the HubSpot Legacy integration, use these instructions to clone your existing workflows and set them up to work with this updated integration. 

  1. On your HubSpot Marketing dashboard, click the Contacts drop-down and select Workflows.


  2. Edit an existing workflow or select Create Workflow.


  3. Name your workflow.


  4. Click Set Enrollment Triggers and in the sidebar select Activity, Activity Type, and then Call to create a workflow trigger based on calls.


  5. You can then further customize your workflow based on other call properties as Trigger Criteria such as call duration, call outcome, and more. For example, these calls will only trigger an action when they are connected calls that last longer than 5 minutes. 


  6. If you’re using keyword pools, you can also customize workflows based on contact properties such as such as the Original Source, First Source Contacted, Last Source Contacted, or Last Landing Page.


Disabling HubSpot Integration

Disabling a company's HubSpot integration will prevent CallRail from sending campaign data to your HubSpot account. We'll keep your HubSpot credentials saved in case you'd like to re-activate your integration in the future.

  1. Click Settings at the top of the page.


  2. Choose the company whose integration you'd like to disable.


  3. Select All Integrations from the Integrations menu on the left.


  4. Choose HubSpot from the list of integrations.


  5. Select Disable Integration on the right side of the page.


  6. Click Disable to turn off your HubSpot integration.


What call data is sent to HubSpot?

For all tracking numbers, we'll send: 

  • Customer phone number
  • Call duration
  • Call recording link
  • First name 
  • Last name
  • City 
  • State
  • Email (formatted as
  • CallRail tracking number called and company name
  • Marketing source
  • First source contacted
  • First tracking number contacted
  • Last source contacted 
  • Last tracking number contacted

In addition, keyword pools will also send:

  • Gclid
  • PPC keyword
  • Last landing page visited  

What if I'm using workflows from the HubSpot Legacy integration?

If you're transitioning from the HubSpot Legacy integration, use the instructions in this help article to update your workflows to work with the current integration. 

Where do I see call activity information in HubSpot?

If you "View all Properties" for a contact's record in HubSpot, you'll see the call data we send to HubSpot within the "Contact Information" and "Analytics History" sections.

All calls to tracking numbers will send the call as a call activity in HubSpot with the associated caller ID, call recording, and first and last source contacted.  

Calls to keyword tracking numbers will also include the marketing source of the call (such as “google_paid” or “direct”) as well as user call data including landing page of the caller, gclid, and PPC keywords.

Why can't I see call recordings for calls made over a week ago?

Call recordings are available in HubSpot for one week after the call was made. After a week, call recordings are available in your CallRail account. 

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