HubSpot

Nimbata’s HubSpot integration sends call data to HubSpot. When a caller is not in HubSpot yet, Nimbata creates the records you choose, such as a contact and an inbound call activity. When the caller already exists, it updates the HubSpot properties you map. A workflow decides which calls are sent.

Connect HubSpot

1. 1Open the HubSpot integration

   Go to Integrations and click Go to integration on the HubSpot tile (1), or go straight to Integrations > HubSpot.

   Integrations

   HubSpot

   Create contacts or update existing ones automatically when your phone rings.

   Go to integration1

2. 1Click Connect

   Click Connect (1).

   HubSpot

   Create contacts or update existing ones automatically when your phone rings.

   Connect1

   Set up HubSpot

   HubSpot Settings 1

   Caller not found

   0 actions configured

   Caller found

   0 actions configured

   Send Test and Save

3. Choose your HubSpot account

   • A pop-up asks you to choose a HubSpot account.
   • Select your account and click Choose Account.

   You’re then shown the permissions Nimbata is requesting. Review them and click Connect app to complete the connection.

   

Configure HubSpot

Each setup, such as HubSpot Settings 1, has a CRM tab and a Form tab. The CRM tab, open by default, has two sections: Caller not found, what Nimbata creates when the caller is not in HubSpot, and Caller found, what it updates when they are. To send different calls to HubSpot in different ways, click Set up HubSpot to add another setup; each workflow picks the setup it sends.

1. Configure what happens when a new lead calls

   Expand the Caller not found section. Define what Nimbata creates in HubSpot when an unknown caller dials your tracking number.

   Common setup:

   1. Create a Contact
      • Set a recognizable name, for example First Name: Nimbata, Last Name: Lead.
      • Map the caller’s phone number automatically from the Nimbata log.
      • You can also include the GCLID or FBCLID and set the lead status to New.
   2. Create an Inbound Call Activity
      • Log who called, which number they called, the talk duration, and marketing details, for example utm_source, utm_medium, utm_campaign, call page, and a link to the recording.

   Click + Add object to add each item, then expand it to map the fields you want to populate.

   Note

   SHORTCUT: click Use Default Config to auto-populate the recommended field mapping.

2. 1Configure what happens when an existing customer calls

   Expand the Caller found section. First, set two matching preferences:

   1. Which entity to enrich (1): choose Contact, Company, or Both.
   2. How to handle duplicates (2): if the same Caller ID appears across multiple records, choose Handle first, Handle all, or Ignore all.

   Then use the Update tab (3) to define which HubSpot properties should be updated with call data.

   Nimbata maps the Tracking Source field on the Contact object to the Configured Tracking Source (default). Use Add property under the fields to map additional fields, or click Use Default Config to apply the recommended setup automatically.

   Caller found

   Choose what to update when the caller already exists in HubSpot.

   If a Caller ID is found in multiple objects, which entity should be enriched?

   ContactCompanyBoth

   1

   When the same Caller ID is found multiple times within the same object, how would you like our app to handle the call event?

   Handle firstHandle allIgnore all

   2

   CreateUpdate3

   Contact✕

   Mobile Phone Number

   nCaller ID✕✕

   Tracking Source

   nConfigured Tracking Source✕✕

   Date - Time of call

   nCall Start Time✕✕

   Select field

   Add objectUse Default Config

   Send Test and Save

Test the integration

1. Click Send Test and Save

   Click Send Test and Save at the bottom of the page. This verifies that call data is reaching the right HubSpot properties before going live. A panel opens with a box for each Nimbata field your mapping uses.

2. Send a test event

   Fill in test values, including a Caller ID, and click Send event. The test follows the same rules as a call: if the Caller ID is already in HubSpot, Nimbata runs your Caller found actions, otherwise your Caller not found actions. Nimbata shows the result at the top of the panel, then check HubSpot for the record.

3. Save the setup

   Click Save.

Send calls with a workflow

Nimbata sends a call to HubSpot when a workflow with a HubSpot action runs for it. A workflow that runs when a call ends, with no filter, sends every call, and its filters (for example call outcome or tracking number) narrow it down.

1. Create a workflow

   Go to Workflows, click Create and choose From Scratch. Keep the Inbound Call trigger with Call Ends, and add any filters you need.

2. 1Add the HubSpot action

   Click the + plus sign, select Perform action, and choose HubSpot under Integrations. Pick your setup under Select configuration (1), then click OK.

   HubSpotConfigure

   ✕

   HubSpot Settings 1×✕1

   OK

3. 1Enable the workflow

   Click Enable (1).

   HubSpot callsWorkflow is valid.

   Enable1

   Trigger Enrollment

   Inbound CallOutbound CallForm SubmissionSMS Received

   A customer calls your tracking number

   Fires whenCall StartsCall EndsUser Updates Property

   Action group1

   HubSpotHubSpot Settings 1✕

   Add another action

   Finish

Detailed guide: Create a workflow

Check it worked

The HubSpot page now shows the workflow that uses the integration, and the setup lists it. Place a test call to one of your tracking numbers: once it ends, the record appears in HubSpot.

HubSpot

sam@harborpine.example

Create contacts or update existing ones automatically when your phone rings.

Used in 1 workflow

Events are sent when an inbound call ends.

Manage workflows+ Create

Set up HubSpot

CRMHubSpot Settings 12 actions configuredHubSpot calls

🎉 That’s it! From now on, calls that meet your workflow criteria are automatically logged in HubSpot.

Send calls to a HubSpot form

Instead of creating records, a setup can submit each call to one of your HubSpot forms, so phone leads arrive the way your web leads do.

1. Open the Form tab

   Once HubSpot is connected, click the Form tab in your setup. The setup’s badge changes from CRM to Form.

2. Choose the form

   Under Hubspot Form Settings, pick the form Nimbata should submit call details to.

3. Enter your email domain

   HubSpot only processes a form submission with an email address, so Nimbata submits each call with the calling number at the domain you enter, for example 4155550123@harborpine.example.

4. Add the call fields to a HubSpot form

   When the form is a HubSpot form, Nimbata lists the fields it must include: email, phone, tracking_source, tracking_number, call_status, duration_seconds, utm_source, utm_medium and click_id.

The setup is sent by a workflow, as above.

Troubleshooting

The HubSpot tile says Disconnected

Nimbata has lost its connection to HubSpot. Your HubSpot settings are saved, but nothing is sent until you reconnect: open the integration and click Reconnect in the red Disconnected. banner.

Integrations

HubSpotDisconnected

Create contacts or update existing ones automatically when your phone rings.

Go to integration

Send Test and Save is greyed out

• Connect HubSpot first: the button stays off until the integration is connected.
• Map at least one field under Caller not found or Caller found.
• If the test answers “Please provide a valid caller id”, fill in the Caller ID box in the test panel.

Calls are not reaching HubSpot

• Check that a workflow with a HubSpot action is enabled, and that its filters let the call through.
• Check that the workflow’s HubSpot action uses the setup you configured, under Select configuration.
• Check that the HubSpot tile does not say Disconnected.
• Send a test from Send Test and Save to see the error HubSpot returns.

You can’t remove the setup

Remove setup, in the three-dot menu of the HubSpot page, is greyed out while workflows use the integration, and shows how many (“Used by 1 workflow”). Remove the HubSpot action from those workflows first.

Remove the HubSpot app

1. Open HubSpot Settings

   Log in to your HubSpot account and go to Settings, at the top right of your screen.

   

2. Open Connected Apps

   Expand the Integrations tab and click Connected Apps.

   

3. Find Nimbata

   Search for Nimbata in your connected apps list and click the Actions button in the Nimbata card.

   

4. Uninstall the app

   Select Uninstall.

   

🎉 That’s it! You have successfully uninstalled the HubSpot + Nimbata integration.