HubSpot Integration for Calls & Texts

Integrating CallRail with your HubSpot account allows you to send calls and text messages directly to your HubSpot contact 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. 

Getting Started

In order for CallRail to send data to HubSpot, you'll need an active tracking number for an online campaign. Both visitor and source tracking numbers report data to HubSpot. However, visitor tracking numbers provide additional call data such as marketing source, landing page, and PPC keywords. 

To use visitor tracking numbers and utilize the increased call data they report, you will need your company's JavaScript snippet installed on your website.

Learn more about visitor tracking 

We'll 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 number as a call or text message activity in your HubSpot contact timelines. 

How CallRail Reports Data to HubSpot

Once a call to one of your tracking numbers ends, we'll send the phone call to HubSpot as a call activity. We'll either link the call activity to an existing HubSpot contact or create a new contact using the following process:

  1. First, we search for a HubSpot tracking cookie that identifies a caller's previous web sessions. If found, we'll link the cookied user with the call to surface the contact in HubSpot.

  2. If there's no tracking cookie, we'll search your HubSpot contact phone numbers for a match. If a match is found, we'll add the call activity to the existing contact in HubSpot.

  3. If we can't find any matches for a caller, CallRail will create a new contact with the call activity. You can also choose not to create new leads from CallRail activity on the HubSpot integration page.

If you have enabled HubSpot's feature that auto-assigns contacts based on email address, you may see contacts CallRail creates being assigned to a company unexpectedly. This can be remedied by adding "" to the list of domains to exclude in this auto-assign feature. 

For more details on HubSpot's auto-assign feature for contacts, see their article.

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 the Settings icon on the left navigation bar.

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

  3. Click Integrations at the top of the page.

  4. Choose HubSpot from the list of integrations.

  5. Enter your HubSpot ID (HUB ID). This can be found by access your HubSpot account and clicking the dropdown menu in the top right-hand corner.


  6. Choose whether or not CallRail should post activities for outbound calls in addition to inbound ones.

  7. 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.

  8. 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.

See Your CallRail Activity in HubSpot

Once CallRail adds a call or text message to an existing contact or creates a new contact in HubSpot, you can view calls and texts to your tracking numbers in your contact activity timeline.

  1. In your HubSpot account, select Contacts in the navigation bar at the top.

  2. All of your contacts will be updated with any CallRail call or text activity and the corresponding contact properties we send. You can filter your contacts based on these properties in the left sidebar.

  3. You can also see call and text activity in each contact activity timeline. Each contact will also be updated with all contact properties we send, such as the last tracking number contacted or caller id.

Refer to this HubSpot help article for a quick tour of contacts and contact properties.

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. 

Learn 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 Automation tab in the navigation bar at the top and select Workflows from the dropdown menu. 

  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 website pools, you can also customize workflows based on contact properties such as the Original Source, First Source Contacted, Last Source Contacted, or Last Landing Page.


  7. Once you've created your trigger criteria, you can add an action or multiple actions to complete your workflow. 

    Read more about creating workflows in this HubSpot help article

Disabling HubSpot Integration

Disabling this integration will prevent CallRail from sending data to your HubSpot account. We'll keep your HubSpot credentials saved in case you'd like to reactivate your integration in the future.

  1. Click the Settings icon on the left navigation bar.

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

  3. Click Integrations at the top of the page.

  4. Choose HubSpot from the list of integrations.

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


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
- Source
- First source contacted
- First tracking number contacted
- Last source contacted 
- Last tracking number contacted

Note: "First source contacted" and "Last source contacted" refer to the names you've set up for the tracking numbers that were called first and last, respectively.

In addition, website pools will also send:

- Gclid
- PPC keyword
- Last landing page visited  

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 and from 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 visitor 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 aren't my contacts being assigned to the right company in Hubspot?

This is likely happening since most of the contacts we send over will have an "" email address unless they come from a form submission including a different email address.

This can easily be fixed by adding "" to the list of excluded domains for this feature within Hubspot, as detailed in their support article on the subject.

Why are some HubSpot leads showing as created from an "offline source"? 

If a HubSpot contact is created from a call or text message, it will show as created by an offline source since the contact surfaced from a phone call or text message.

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.

I'm on the legacy Calls Lite plan. Why do I see HubSpot in my account?

Usually, this indicates that your account is also subscribed to the Marketing Analytics plan. The Marketing Analytics plan includes the HubSpot integration, which you'll have access to if you're on the Calls Lite plan.

See CallRail's Pricing