HubSpot integration: every call logged, every caller recognised

If your business runs on HubSpot, every call Voco answers can end up there too, without anyone typing it in.

Does Voco recognise callers already in my HubSpot?

Yes. Voco already recognises returning callers from its own call history. HubSpot covers the case that can't: somebody your business already deals with who has never phoned before. If their number is saved in HubSpot, Voco can greet them by name on their very first call.

This is a separate setting from call history recognition, because a number in a CRM is weaker evidence of who's calling than a number that's actually rung before. You choose how confident the greeting is.

Off

Only your own call history counts.

Confirm

The receptionist asks, "Am I speaking with Jane Smith?"

Confident

The receptionist greets them directly, "Hello Jane Smith."

If a caller asks how the receptionist knew their name, it gives a true answer: saved in your contacts, mentioned on a previous call, or rung before without giving a name. It never claims someone has called before when they haven't.

How are calls logged in HubSpot?

Every completed call is logged as a call engagement on the caller's contact record, appearing on their timeline with the summary, the enquiry type, the outcome, and the duration.

If the caller isn't already in HubSpot, Voco creates the contact first, so nobody who rings is missing from your CRM. If they're already there, Voco matches them rather than creating a duplicate, whatever format their number is stored in.

What happens to appointments booked on a call?

An appointment booked during a call appears as a HubSpot meeting on the contact, with the real start and end time, the service, and any notes. If it's later cancelled, the meeting is updated rather than left standing.

What can I actually automate with this?

This is the part worth knowing about even if you're not a HubSpot expert. Voco writes what happened on each call into a set of contact properties, grouped under "Voco Receptionist".

Last Voco call

The date of the most recent call.

Last Voco call outcome

A dropdown value: message taken, appointment booked, transferred, info provided, callback requested, spam, or abandoned.

Last Voco enquiry type

What they called about.

Last Voco call summary

A summary of the call.

Last Voco booking

The date of the appointment most recently booked.

These are created automatically when you connect your account, nothing to set up. From there, you can build your own HubSpot workflows: chase everyone whose outcome was "callback requested", text everyone with an appointment tomorrow, or alert an owner when an enquiry matches a high-value service.

Most call answering tools give you a notification. This gives your CRM something it can act on by itself.

How do I connect it, and what if something goes wrong?

One click, then approve access inside HubSpot. Voco only asks to read and write contacts, plus permission to create its own properties. It can't see deals, tickets, emails, or anything else in your account.

Voco checks the connection every hour. If HubSpot stops accepting it, usually because access was removed, you'll get one email with instructions to reconnect. A HubSpot outage on their end doesn't trigger that email or disconnect anything.

There's a page in your Voco dashboard showing every call and appointment sent to HubSpot, whether each one landed, and a retry button for anything that failed.

Is this available on every plan?

Yes. HubSpot integration isn't restricted to any particular plan. See our pricing for full plan details.

See it for yourself

Want to hear how Voco handles a call before it's logged anywhere? Try our live demo, or explore our other integrations including Cal.com and Fixflo.