The Bee Suite

Set Up Phone Calling

Make and receive calls directly in HubSpot with automatic call logging

Why Set Up Calling in HubSpot?

HubSpot's calling features allow you to:

Make calls directly from contact records
Automatically log all calls to the CRM
Record calls for training and quality assurance
Track call duration and outcomes
Use call scripts and templates during calls
Option 1: HubSpot Browser Calling (Recommended)
Built-in VoIP calling - no additional software needed

HubSpot includes built-in browser-based calling powered by Twilio. This is the easiest option to get started.

Step-by-Step Setup:

  1. Log into your HubSpot account
  2. Click the Settings icon (gear icon) in the top navigation
  3. Navigate to General → Calling
  4. Under "Calling provider", select HubSpot Calling
  5. Click Register phone number
  6. Enter your mobile phone number for verification
  7. Enter the verification code sent to your phone
  8. Allow microphone access in your browser when prompted
  9. Test your setup by making a test call

Pro Tip

Use a headset with a microphone for better call quality. Make sure your browser (Chrome recommended) has microphone permissions enabled.

Option 2: Third-Party Calling Provider
Connect your existing phone system (RingCentral, Aircall, etc.)

If your organization uses a third-party calling provider, you can integrate it with HubSpot for seamless call logging.

Popular Integrations:

  • RingCentral
  • Aircall
  • Dialpad
  • Zoom Phone
  • 8x8

Admin Setup Required

Third-party calling integrations typically require admin-level setup. Contact Katie if you need to connect an external phone system.

Making Your First Call

Once calling is set up, you can make calls from anywhere in HubSpot:

From a Contact Record:

  1. Open any contact record
  2. Click the Call icon next to their phone number
  3. The calling widget will appear - click Call to start

From the Calling Widget:

  1. Click the calling icon in the top navigation bar
  2. Enter a phone number or search for a contact
  3. Click Call to start

During the Call:

  • Take notes in the call widget
  • Use call scripts from your templates
  • Record the call (if enabled)
  • Log call outcome when finished
Call Logging & Outcomes

After each call, HubSpot automatically creates a call activity record. You can add:

Call Details to Log:

  • Call outcome: Connected, No answer, Left voicemail, Busy, Wrong number
  • Call notes: Summary of conversation and next steps
  • Follow-up task: Create a reminder for next action
  • Call recording: Attach recording if enabled

All call activities are automatically associated with the contact record and visible in their timeline.

Troubleshooting

Can't hear the other person?

Check your browser's audio output settings. Make sure your speakers/headphones are selected as the default audio device.

Other person can't hear you?

Check browser microphone permissions. Go to your browser settings and ensure HubSpot has microphone access.

Calls dropping frequently?

Check your internet connection. Browser calling requires stable internet. Consider using a wired connection or upgrading your internet plan.

Next Steps

Now that calling is set up, continue with: