If you use HubSpot to wrangle your customer data and sales pipeline, but your phone calls, texts, and call tracking are stuck in another app, you're probably tired of switching tabs and manually updating records. This guide is for anyone who wants to connect their calls and texts (using Aloware) with HubSpot, so your CRM actually keeps up with your team. No magic wands here—just real steps, what to watch out for, and a few things you can skip.
Why bother integrating Aloware with HubSpot?
Let’s cut to the chase: connecting your call/text platform with your CRM saves time and reduces errors. Instead of toggling between windows or forgetting to log calls, you get:
- Automatic call and text logging in HubSpot
- One-click calling and texting straight from your CRM
- Real-time contact sync (no more stale records)
- Better tracking for reporting and follow-ups
But (and there’s always a but), integrations are only as useful as you make them. If you don’t set things up right, you’ll just have more clutter—or worse, bad data. So let’s walk through how to do it, what works, and what’s just noise.
Step 1: Get Your Accounts Ready
Before you mess with integrations, double-check the basics:
- Aloware: Make sure you’ve got an admin account and the right subscription tier. Not all features are available on the lowest plan.
- HubSpot: You’ll need at least a Sales Hub or CRM tier that supports integrations and calling. Free plans are limited.
Pro tip: If you’re not an admin in both tools, get someone who is. This will save you headaches later.
Step 2: Understand What the Integration Actually Does
Here’s what you can expect once the integration is set up (as of 2024):
- Contacts sync: New contacts in Aloware can be pushed to HubSpot (and vice versa).
- Activity logging: Calls, texts, and voicemails show up on the correct contact’s timeline in HubSpot.
- Click-to-call and SMS: You can make calls/texts with one click from HubSpot records.
What it doesn’t do (and probably never will):
- Sync every single custom field (some fields just don’t match up between systems).
- Turn HubSpot into a full-blown phone system.
- Fix messy data automatically.
If you see someone promising “seamless two-way sync of everything”—take it with a grain of salt.
Step 3: Connect Aloware to HubSpot
Most folks use the built-in integration (no fancy API skills needed). Here’s how:
- Log into Aloware as an admin.
- Go to Integrations in the sidebar.
- Find HubSpot and click Connect.
- You’ll be prompted to log in to HubSpot and authorize Aloware’s access.
- Choose which HubSpot account (if you have more than one).
- Review and accept the permissions (Aloware needs access to contacts and activity).
Once connected, you’ll see a confirmation in Aloware. If you get an error, double-check your HubSpot permissions.
Don’t overthink it: Skip the “custom mapping” stuff for now. Get the basics working, then tweak as needed.
Step 4: Configure What Gets Synced
This is where most people get tripped up. You want just enough syncing—too much, and your CRM turns into a mess.
In Aloware:
- Decide if you want all contacts or just those from certain lists/groups to sync.
- Set whether calls, texts, and recordings should be logged in HubSpot.
- Choose if notes from calls get pushed to HubSpot (recommended if your team relies on notes).
In HubSpot:
- Check the contact properties Aloware will update.
- Consider creating a custom property for “Aloware Status” or similar, to track integration-specific info.
What to skip: Don’t sync every call recording unless you’re required to for compliance. They eat up storage and make timelines hard to read.
Step 5: Test the Integration
Before you roll this out to your team, do a dry run:
- Add a dummy contact in Aloware and see if it shows up in HubSpot.
- Make a test call and send a text—check HubSpot for the activity log.
- Update contact info in one system, and see if it pushes to the other.
If something doesn’t sync, check:
- Permissions (admin access in both systems)
- Contact ownership (sometimes records won’t sync without an owner)
- Whether you waited long enough—syncs can lag by a few minutes
Pro tip: Don’t just test with one record. Try a few, with different scenarios (new vs. existing contacts, calls with/without notes, etc.).
Step 6: Train Your Team (But Keep It Simple)
Nobody likes a 40-page training manual. Here’s what most users actually need to know:
- How to make calls or texts from inside HubSpot
- Where to find call logs and recordings
- How to spot a sync issue (and who to tell)
A quick video or screenshot walkthrough goes a long way. Don’t overwhelm people with every setting—focus on what they’ll use daily.
Honest Takes: What Works, What Doesn’t
What’s Good
- Saves time: Logging calls and texts manually is a pain; this does it for you.
- Cleaner follow-ups: No more “did I call this person already?” guesswork.
- Better reporting: Managers can see call activity without bugging reps.
What’s Lacking
- Custom field sync is always hit-or-miss. Be ready for manual tweaks.
- Call quality depends on your internet and phone setup—not the integration.
- Support: If you hit a bug, you may end up bouncing between Aloware and HubSpot support. Don’t expect miracles.
What to Ignore
- Overly complex workflows. Start with basic call/text logging, and only automate more if your team actually needs it.
- Promises of “AI-powered insights” or “game-changing automation” unless you see real value in your workflow.
Pro Tips for a Smooth Integration
- Start small: Roll out to a pilot group first.
- Document issues: Keep a running doc of sync errors or weird edge cases.
- Regular check-ins: Review integration logs every month or so. Stuff breaks.
- Don’t chase every shiny feature: If a workflow feels forced, it probably is.
Keep It Simple—and Iterate
Getting Aloware and HubSpot talking is mostly about making your CRM less of a chore and more of a help. Don’t feel pressure to use every feature on day one. Start with call and SMS logging, see how it works for your team, and adjust as you go.
At the end of the day, integrations should make your life easier—not give you yet another headache. So keep it simple, keep an eye on what actually helps, and don’t be afraid to turn off anything that just adds noise.