What it does
- Trigger AI calls from workflows - HubSpot workflow fires a webhook, CallDesk calls the contact within seconds
- Log all calls - Every AI conversation is logged to HubSpot with transcript, recording URL, duration, and outcome
- Auto-create contacts - New callers are added to HubSpot automatically, existing contacts get updated
- Sync qualification data - AI qualification scores, call summaries, and custom properties sync to HubSpot in real-time
- Create deals - When AI qualifies a lead above your threshold, a deal is created in your pipeline automatically
- Import contacts for campaigns - Pull HubSpot contact lists directly into CallDesk for outbound AI calling campaigns
Setup
Connect HubSpot
Go to Settings → Integrations → HubSpot and click “Connect HubSpot”. Sign in and grant permissions for contacts, deals, and custom properties.
Configure sync settings
Choose what to sync: call activity logging (default on), custom contact properties (default on), and deal creation (default off).
Trigger calls from HubSpot
Set up a HubSpot workflow to trigger outbound AI calls instantly:Create an automation in CallDesk
Go to Automations → New → Speed to Lead and select HubSpot Workflow as the trigger source.
Create a HubSpot workflow
In HubSpot, create a workflow triggered by your desired event (form fill, deal stage change, etc.).
Add a webhook action
Add a “Send webhook” action to the workflow. Set the method to POST and paste the CallDesk webhook URL.
Import contacts for campaigns
Pull contacts directly from HubSpot into CallDesk outbound campaigns:- Create or edit a campaign in CallDesk
- In the contacts step, click Import from HubSpot
- Search or browse HubSpot contacts
- Select contacts and import — they’re automatically added to the campaign
What gets synced back
After every AI call, CallDesk syncs these to HubSpot:Call engagement (timeline activity)
| Field | Description |
|---|---|
| Call title | ”AI Call — Contact Name” |
| Duration | Call length in seconds |
| Direction | Inbound or outbound |
| Status | Completed, no answer, busy, failed |
| Call body | AI-generated summary of the conversation |
| Recording URL | Link to the call recording |
| From/To numbers | Caller and recipient phone numbers |
Custom contact properties
| Property | HubSpot Name | Description |
|---|---|---|
| Last AI Call Date | calldesk_last_ai_call_date | When the last AI call occurred |
| Qualification Score | calldesk_qualification_score | AI qualification score (0-100) |
| Call Summary | calldesk_call_summary | AI summary of the last call |
| Total AI Calls | calldesk_total_ai_calls | Running count of AI calls |
Deals (optional)
When deal creation is enabled and a lead qualifies above your threshold (default: 60), CallDesk creates a deal associated with the contact.Data sync
| Data | Direction | Trigger |
|---|---|---|
| Contacts | Both ways | On call or import |
| Call activities | CallDesk → HubSpot | After each call |
| Custom properties | CallDesk → HubSpot | After each call |
| Deals | CallDesk → HubSpot | When lead qualifies |
| Workflow triggers | HubSpot → CallDesk | On HubSpot workflow event |
Use cases
- Speed to Lead - Form fill on your website → HubSpot workflow → AI calls the lead within 15 seconds
- After-hours coverage - Inbound calls handled by AI → logged to HubSpot with full details
- Campaign outreach - Import a HubSpot list → batch AI calling → results sync back to HubSpot
- Lead qualification - AI calls → scores the lead → creates deal if qualified → assigns to sales rep via HubSpot workflow
Requirements
- HubSpot account (Free CRM, Starter, or higher)
- Admin or sales permissions in HubSpot
- OAuth authorization with contact + deal + property scopes
- No additional cost from CallDesk
Troubleshooting
Calls not triggering from HubSpot workflow
Calls not triggering from HubSpot workflow
Verify the webhook URL is correct in your HubSpot workflow action. Check that the automation is active in CallDesk. Ensure the contact has a phone number in the webhook payload.
Call results not appearing in HubSpot
Call results not appearing in HubSpot
Check that your HubSpot connection has the required scopes. Go to Settings → Integrations → HubSpot — if you see “Reconnect needed”, click to re-authorize with the new permissions.
Custom properties not appearing
Custom properties not appearing
Click “Setup Custom Properties” in the HubSpot integration settings. CallDesk creates them automatically in a “CallDesk” property group.
Contacts not syncing
Contacts not syncing
Check that contact sync is enabled in Settings → Integrations → HubSpot → Sync Settings. Contacts are synced after each call or when imported from HubSpot.
Duplicate contacts
Duplicate contacts
CallDesk deduplicates by email first, then phone number. If a HubSpot contact already exists with the same email or phone, it’s linked rather than duplicated.
Connect HubSpot
Set up the integration now