How to Track and Optimize Sales Calls in Hubspot

Using Hubspot for sales call tracking helps you capture every customer interaction, coach your reps, and close more deals with data-driven insights.

This step-by-step guide walks you through setting up calls in Hubspot, connecting your phone, logging activities, and using reports to improve sales performance.

Why Use Hubspot for Sales Calls?

Many sales teams still rely on scattered notes, spreadsheets, or separate dialing apps. When you centralize calls inside Hubspot, you keep conversations, context, and reporting in one place.

Key benefits include:

• Automatic logging of call outcomes on contact, company, and deal records
• Built-in calling from your browser or connected phone number
• Call recordings and transcripts (in supported regions) for coaching
• Consistent data for forecasting and pipeline management

Before you start, confirm your user permissions and calling availability in your portal so you can configure calling features correctly.

Set Up Calling in Hubspot

To use calling features, you first need to configure your account and connect a number. This ensures every call is tracked on the right record inside Hubspot.

Step 1: Configure Calling Settings in Hubspot

Admins should begin by reviewing global calling settings.

1. Sign in to your Hubspot account.
2. Click the settings icon in the main navigation.
3. In the left sidebar, go to Objects > Activities or your calling configuration area.
4. Locate the Calling or Call settings section.
5. Enable calling for your portal if it is not already turned on.

From here you can typically:

• Control which teams or users have access to calling
• Choose default call outcomes and call types
• Adjust recording consent and compliance settings based on your region

Step 2: Connect a Phone Number to Hubspot

Next, each rep needs a calling method. Depending on your edition and region, you may be able to use a Hubspot-provided number or connect your existing phone.

1. Open your profile menu and select Profile & Preferences.
2. Navigate to the Calling tab.
3. Choose Add phone number.
4. Select whether to use a provided number or link your own phone.
5. Follow the verification steps (usually via SMS or voice code).

Once verified, you can place calls directly from the CRM using your browser audio or your linked device.

How to Place and Log Calls in Hubspot

With calling enabled, sales reps can call prospects from contact, company, or deal records. This keeps every conversation linked to the right customer data.

Step 3: Start a Call from a Record in Hubspot

To make a call from within the CRM:

1. Open a contact, company, or deal record.
2. Find the phone number on the left-side contact panel.
3. Click the phone icon to open the calling widget.
4. Select your calling method (browser, connected phone, or number).
5. Click Call to start dialing.

As you talk, you can type notes directly into the call window so they are saved automatically when the call ends.

Step 4: Log Call Outcomes in Hubspot

Accurate call outcomes are the foundation of reliable reporting. When the call ends, Hubspot prompts you to log details.

1. End the call using the calling panel.
2. Select an outcome such as:

• Connected
• Left voicemail
• No answer
• Wrong number

3. Choose a Call type if available (e.g., discovery, demo, follow-up).
4. Add notes summarizing next steps, objections, and key details.
5. Click Save to log the activity.

The call is now automatically added to the activity timeline on the record with time, duration, and outcome information.

Use Call Recording and Coaching in Hubspot

If call recording is available in your region and edition, you can capture full conversations for training, quality control, and deal reviews.

Step 5: Enable Recording (If Supported)

To turn on recording:

1. Go to Settings in Hubspot.
2. Open your Calling or Conversations configuration.
3. Locate recording preferences.
4. Enable recording while reviewing legal and compliance guidance.

Make sure you and your reps understand consent requirements for your country and your customers’ locations.

Step 6: Review Recordings and Coach Reps

Once recording is active, calls can be played back from the activity timeline on a record.

1. Open the relevant contact, company, or deal.
2. Scroll to the call activity you want to review.
3. Click the recording to play it back.
4. Use comments or notes to highlight good questions, objection handling, or areas to improve.

Sales managers can use these recordings in team meetings, one-on-ones, or onboarding to build repeatable best practices inside Hubspot.

Report on Sales Calls in Hubspot

Once calls are consistently logged, you can track performance, identify bottlenecks, and make data-driven decisions using built-in reporting.

Step 7: Build Call Activity Dashboards

To analyze calling activity:

1. Navigate to Reports in Hubspot.
2. Open the Reports Library or Dashboards.
3. Search for call-related reports such as:

• Calls made by rep
• Call outcomes over time
• Calls by pipeline stage

4. Add the most useful reports to a shared dashboard.
5. Filter by team, owner, date range, or pipeline as needed.

This gives managers a real-time view of calling volume, connect rates, and progress toward activity goals.

Step 8: Track Call Outcomes and Conversion Rates

To understand which calls actually move deals forward, focus on outcomes and downstream conversions.

• Compare connected calls to meetings booked.
• Track deals created or moved stages after specific call types.
• Identify reps with strong conversion from first call to opportunity.

Over time, you can refine call scripts, cadences, and training based on what your Hubspot data shows is working best.

Best Practices for Sales Calls in Hubspot

To get the most from your setup, follow these usage tips so your data stays clean and your team stays aligned.

• Standardize call outcomes: Agree on a consistent list so reports stay trustworthy.
• Document call types: Use them to differentiate prospecting, demos, and follow-ups.
• Log every call: Even missed or short calls add context for future outreach.
• Use tasks and sequences: Combine calling with email and tasks to create structured follow-up.
• Coach with data: Pair recordings with activity metrics to guide rep development.

Learn More About Hubspot Calling

To dive deeper into calling features, visit the original resource at this Hubspot sales calls article. It provides additional details on configuration, availability, and advanced capabilities.

If you need help designing a full go-to-market or CRM strategy that integrates calls, emails, and automation, consider working with a specialized consultancy such as Consultevo for implementation and optimization support.

Next Steps: Put Hubspot Call Tracking Into Action

To recap, set up calling in Hubspot, connect your number, standardize outcomes, enable recording where appropriate, and build dashboards that highlight activity and conversion rates. With a disciplined process and consistent usage, your team will gain complete visibility into call performance and turn conversations into predictable revenue.

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