Manage calling phone numbers in Hubspot

Managing calling phone numbers in Hubspot is essential for teams that rely on outbound and inbound calls to connect with prospects and customers. This guide walks you through how to add, verify, edit, and release phone numbers used with the calling tool so your users stay compliant and productive.

The steps below are based on HubSpot’s official documentation and will help administrators keep calling settings organized across the account.

Overview of Hubspot calling numbers

In the calling tool, you can connect different types of numbers so users can place calls directly from contact records. Depending on your subscription and region, you may be able to:

• Register a personal phone number for individual users.
• Purchase and configure a HubSpot-provided number.
• Assign a default outbound number for specific users.
• Release numbers that are no longer needed.

Only users with the right permissions can manage numbers for others, so it is important to understand the available settings inside your account.

Access calling settings in Hubspot

To manage numbers, you must navigate to the calling settings area. Use the following steps:

1. Sign in to your account and go to the main navigation bar.
2. Click the settings icon to open the settings screen.
3. In the left sidebar menu, locate the section for Calling or Calling & SMS, depending on your version.
4. Select the phone numbers area to see a full list of registered numbers.

The table view shows which users are associated with each number and whether the number is a personal or HubSpot-provided line.

Add and verify personal numbers in Hubspot

Users can connect their own phone so they can place outbound calls from the CRM while still using an existing device. To add a personal number:

1. Go to your user profile or calling settings.
2. Locate the option to Add personal phone number.
3. Enter the phone number, including the correct country code.
4. Confirm that you have permission to use the number for business calls.
5. Click to receive a verification call or SMS.

During verification, the system will send a code to the specified phone. Enter this code in the verification field to complete setup. Once verified, the number becomes available as an outbound option when placing calls from contact records.

Edit or remove a personal number in Hubspot

If a user changes devices, regions, or roles, you may need to edit or remove a number. To update details:

1. Open calling settings.
2. Locate the user’s personal number in the list.
3. Click Edit to adjust label or description if available.
4. Click Remove or Disconnect if the number should no longer be used.

Removing a number will prevent it from being used for future calls, but it does not delete past call records from the CRM.

Manage HubSpot-provided numbers

Some accounts can purchase or provision dedicated numbers directly from the platform. These HubSpot-provided lines can be used by one or more users depending on your configuration.

Assign HubSpot-provided numbers to users

After a new number is added by an administrator, you may want to assign it to specific users who will place or receive calls. To assign:

1. Open Settings > Calling.
2. Find the HubSpot-provided number in the phone numbers table.
3. Select the option to manage users or assignments.
4. Check the box next to each user who should have access.
5. Save your changes to update assignments.

Assigned users will see the number as an available calling line when they start a call from a contact record.

Set a default outbound Hubspot number

To reduce confusion, choose which number should appear as the default outbound line for a user:

1. Go to the calling settings area for the user.
2. Look for the Default from number dropdown.
3. Select either the personal number or a HubSpot-provided number.
4. Save changes to apply the new default.

The default number will be preselected when the user starts a call, but they can still switch to another available line when necessary.

Release or delete Hubspot phone numbers

Numbers sometimes need to be released, such as when a team changes regions or no longer requires a specific line. When you release a number, it becomes unavailable for future calls and may eventually return to the provider’s pool.

To release a HubSpot-provided number:

1. Open Settings > Calling and navigate to the phone numbers list.
2. Find the number that you want to release.
3. Ensure that important calls, voicemails, and workflows are no longer tied to that line.
4. Click the option to Release or Delete the number.
5. Confirm the action in the dialog box, acknowledging that the number may not be recoverable later.

After this process, users will no longer see the number in the calling tool.

Considerations before releasing a Hubspot number

Before you remove a number, review the following:

• Active sequences or workflows that reference the number.
• Call routing rules, if supported in your subscription.
• Shared team usage of the number for sales or support.
• Regulatory or record-keeping requirements in your region.

Updating these dependencies first prevents missed calls or broken automation.

View usage and troubleshoot calling issues in Hubspot

From the numbers list, administrators can monitor basic usage patterns and verify that numbers are working correctly. While detailed analytics may depend on subscription level, you can generally:

• Confirm which users are associated with each line.
• See whether a number is personal or HubSpot-provided.
• Verify that numbers are active and properly verified.

If users experience problems placing calls, start by confirming that their number appears in the list and is verified. Then check browser permissions, call minutes limits, and any regional restrictions on outbound calling.

Where to learn more about Hubspot calling

For the most accurate and up-to-date instructions, always review the official documentation. You can see the original help article on managing calling numbers directly on the provider’s site here: official HubSpot calling number guide.

If you need expert assistance designing scalable calling workflows or integrating calling with your broader CRM strategy, you can also consult a specialist agency such as Consultevo for implementation and optimization support.

By following these steps to configure personal and HubSpot-provided numbers, assign them to the right users, and retire unused lines, you keep your calling setup organized and ensure smooth communication across sales and service teams.

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