Integrate Third-Party Calling Providers with Hubspot

Connecting a third-party calling provider to Hubspot lets your team place and log calls directly from contact records while keeping all communication data in one CRM. This guide explains how to set up the integration, manage calling settings, and use the call button effectively.

Understanding Hubspot Third-Party Calling Integrations

Hubspot supports integrations with several external calling tools so your users can make phone calls from within the CRM interface. When properly configured, calls placed through these providers can be initiated from contact records and logged on the timeline.

Before you begin, verify that:

• You have a compatible subscription with your chosen calling provider.
• You have the necessary permissions in Hubspot to edit account settings.
• Your browser and network allow microphone access and VoIP traffic.

Once these basics are covered, you can connect your preferred calling app and start using it alongside your other Hubspot features.

How Hubspot Works with Third-Party Calling Tools

When a supported calling integration is installed, Hubspot adds your provider as an option in the calling dropdown. Users can then select this provider when they click the call button on a record.

The integration typically allows you to:

• Initiate outbound calls from a contact, company, or deal record.
• Log call outcomes and notes inside Hubspot.
• Track call history alongside emails, tasks, and meetings.

Specific capabilities, such as recording or automatic logging, will depend on the external provider you choose.

Set Up a Third-Party Calling Provider in Hubspot

Follow these high-level steps to connect a calling app to Hubspot. Exact steps can vary slightly depending on the provider, so always confirm details in the provider’s documentation.

Step 1: Install the Calling Integration in Hubspot

1. Sign in to your Hubspot account with admin or integration permissions.
2. Open your app marketplace and search for your preferred calling provider.
3. Review the app listing to confirm it supports calling from Hubspot.
4. Click to install the app and grant any requested permissions so the integration can access call data, records, and user information.

During this process, your provider may redirect you to its own login page so you can authenticate the connection.

Step 2: Configure Provider Settings

After installation, configure settings both in Hubspot and in your provider’s interface.

In your calling provider, you may need to:

• Add or purchase phone numbers for your users.
• Assign numbers to specific team members or groups.
• Configure caller ID, call routing, voicemail, and recording options.

In Hubspot, confirm that the provider is enabled and that the appropriate users have access to the integration. Some providers allow you to map users between systems so call logs are associated with the correct sales or support rep.

Step 3: Enable Calling for Users in Hubspot

Once the provider is installed, make sure calling is turned on for your users.

1. Go to your Hubspot settings area.
2. Navigate to the calling configuration section.
3. Verify that calling is enabled at the account level.
4. Confirm that the new third-party provider appears in the list of available calling tools.

If the provider is not visible, re-check the installation steps, your subscription status, or any permissions required by the integration.

Use the Hubspot Call Button with Third-Party Providers

With the integration configured, your teams can place calls from CRM records.

How to Place a Call in Hubspot

1. Open a contact, company, deal, or ticket record.
2. Locate the phone number field that you want to dial.
3. Click the call icon or call button next to the number.
4. In the calling popup, choose your third-party provider from the dropdown list.
5. Confirm your device and microphone settings, then click to start the call.

Depending on the integration, the call may occur entirely inside Hubspot or in a separate softphone app or browser tab controlled by your provider.

Logging Calls from Third-Party Tools in Hubspot

After finishing a call, you can log the interaction in the CRM timeline.

Typical logging options include:

• Call outcome, such as Connected, No answer, or Left voicemail.
• Follow-up notes summarizing the conversation.
• Next steps, like creating tasks or scheduling meetings.

Some calling providers automatically sync basic call data back to Hubspot, while others require manual logging. Review your integration’s documentation to understand exactly what information is recorded and how it appears on records.

Manage Hubspot Calling Settings and Permissions

Administrators can fine-tune how calling works across the account to align with internal processes and compliance requirements.

Global Calling Settings in Hubspot

In the main settings area, you can usually manage:

• Default calling provider for all users.
• Availability of specific providers for certain teams.
• Recording preferences, if supported by your provider and allowed by law.
• Notifications related to missed calls or call follow-up tasks.

Centralizing these configurations helps keep your Hubspot environment consistent across sales and support teams.

User-Level Access and Limits

Assign roles and permissions that control which users can:

• Place outbound calls from Hubspot.
• Access particular phone numbers or queues.
• Listen to or manage recordings, if the integration supports them.

Some accounts may also use usage limits or policies to manage call volume and ensure responsible use of any telephony credits.

Troubleshooting Hubspot Third-Party Calling Issues

If you run into problems, confirm whether the issue originates in Hubspot, your calling provider, or your local environment.

Common Issues and Quick Checks

• Call button not visible: Verify the integration is installed and that calling is enabled in Hubspot settings.
• Provider missing from dropdown: Confirm your user has access to the provider and that its subscription is active.
• Call fails to connect: Test your microphone, browser permissions, and network firewall or VPN rules.
• Call not logging: Check your provider’s syncing settings and confirm that call logging is turned on for the integration.

When in doubt, review the official third-party calling documentation provided by Hubspot at this support article and compare it with your provider’s own setup guide.

Best Practices for Using Calling Integrations in Hubspot

Once your calling provider is fully integrated, adopt consistent practices so every call is traceable and actionable inside Hubspot.

• Standardize how teams log call outcomes and notes.
• Use sequences or tasks to follow up on important calls.
• Monitor call metrics to improve sales and support performance.
• Review permissions regularly to maintain data privacy and regulatory compliance.

These practices keep your calling data reliable and easy to analyze alongside other CRM activities.

Extend Your Hubspot Setup with Expert Help

If you need advanced calling workflows, custom integrations, or broader CRM optimization, consider working with a Hubspot-focused consultancy. An experienced partner can help design processes, configure integrations correctly, and train your team.

For strategic CRM consulting, implementation services, and integration support, you can explore Consultevo as a starting point.

By combining a powerful third-party calling provider with a well-configured Hubspot account, your organization can centralize communication, improve follow-up, and build a more complete record of every customer interaction.

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