Struggling to get a full picture of your sales team’s calls in HubSpot? You’re not alone. If you’re using Kixie to make calls and HubSpot to track sales activity, syncing the two can save you a ton of headaches—and give you real data for coaching, forecasting, and making sure nobody’s dropping the ball. This guide is for sales ops folks, HubSpot admins, or anyone on the hook for making sure your CRM actually reflects what’s happening on calls.
Here’s exactly how to get Kixie call logs into HubSpot—without the fluff.
Why bother syncing Kixie with HubSpot?
Let’s be honest: if your call data isn’t in HubSpot, it basically didn’t happen as far as your reports are concerned. Sales reps don’t want to log calls manually (and let’s face it, they won’t). Without this sync:
- You can’t trust your activity reports.
- Follow-up tasks fall through the cracks.
- Coaching is a guessing game.
- You lose time chasing down “what happened with this lead?”
Getting Kixie to log calls directly into HubSpot means you can actually use your CRM as a source of truth.
Step 1: Check your Kixie and HubSpot plan compatibility
Before you start, double-check the basics. Not every Kixie or HubSpot plan supports integrations the same way.
- Kixie: You’ll need a Kixie plan that includes integrations (usually “Professional” or higher).
- HubSpot: The integration works with all paid HubSpot CRM tiers, but some advanced features require Sales Hub Professional or Enterprise.
Pro tip: If you’re on a free or starter plan for either tool, expect roadblocks. It’s usually not worth trying workarounds—just upgrade, or you’ll waste more time than you save.
Step 2: Set up the Kixie-HubSpot integration
Kixie’s integration with HubSpot is direct and doesn’t require middleware like Zapier. Here’s how to get it rolling:
-
Log into Kixie as an admin.
Go to your Kixie dashboard. -
Go to Integrations.
Find the “Integrations” or “CRM Integration” tab in the sidebar. -
Select HubSpot and connect.
Click “Connect” next to HubSpot. You’ll be redirected to log into your HubSpot account. -
Authorize the integration.
HubSpot will ask you to grant Kixie permission to access your CRM. Say yes—otherwise, nothing happens. -
Choose your HubSpot portal.
If you have more than one, make sure you pick the right one. (Don’t laugh. It happens.) -
Configure basic sync settings.
Decide whether you want calls logged as “Engagements,” “Notes,” or something custom (more on this below).
Watch out for:
- Using the wrong HubSpot user account. The integration will only have access to what that user can see.
- Multiple HubSpot portals—double check you’re linking the right one.
Step 3: Decide what you want to sync (and what you don’t)
Here’s where most teams get tripped up: just because you can sync every call, voicemail, and disposition doesn’t mean you should. Think about:
- Which calls should log?
All calls? Only answered calls? Missed calls? Internal calls? Be intentional—otherwise, your CRM will get cluttered. - What info should sync?
Call recordings, call duration, call outcome, notes, tasks, etc. The more you sync, the more data you have—but also, the more noise. - Who gets synced?
All users, or just sales? Sometimes support or ops doesn’t need to clutter up the timeline.
How to set this up:
Within Kixie’s integration settings, look for “Advanced” or “Custom Sync” options. Here, you can often:
- Filter by call direction (inbound/outbound)
- Exclude internal numbers
- Choose what data fields get pushed into HubSpot
Real talk:
Default settings are fine for most teams, but it’s worth tweaking. If your HubSpot timelines are getting hard to read, dial back what you sync.
Step 4: Test the sync with a real call
Don’t trust the integration just because it says “connected.” Make a test call:
- Place a call using Kixie to a test contact that exists in HubSpot.
- Wait a couple of minutes—syncs are usually near-instant but sometimes delayed.
- Go to that contact’s timeline in HubSpot.
You should see a new activity—usually called “Call”—with details like:
- Call direction (inbound/outbound)
- Duration
- Timestamp
- Call recording (if enabled)
- Disposition (answered, voicemail, no answer, etc.)
If you don’t see it:
- Refresh. Sometimes HubSpot is just slow.
- Double-check you connected the right portal and user.
- Look for errors in Kixie under “Integrations” or “Activity Logs.”
- Make sure your test number isn’t excluded by custom sync rules.
Step 5: Tweak your workflow for better tracking
Just syncing calls isn’t the end game. You want actionable data—stuff your reps and managers can actually use. Here’s how to get the most out of it:
- Train reps to take call notes in Kixie.
Those notes get pulled into HubSpot, right on the activity. No more scattered sticky notes. - Use call outcomes/dispositions for reporting.
Set up standard call outcomes (e.g., “Connected,” “Voicemail,” “Follow-up Needed”). This makes reporting way more useful than just “called/not called.” - Automate tasks based on call outcomes.
In HubSpot, you can trigger workflows from Kixie call logs. For example, create a follow-up task if a call goes to voicemail. - Exclude junk.
If you’re getting spam or robocalls, filter them out with sync rules or by excluding certain numbers.
Heads up:
If your reps aren’t using Kixie as intended (e.g., logging calls outside the app), you’ll have gaps. Encourage them to keep everything in Kixie when possible.
Step 6: Reporting and troubleshooting
With the integration working, it’s time to actually use the data.
- Build HubSpot reports for call activity.
Use call data (duration, outcome, rep, etc.) to track activity and spot gaps. - Spot check regularly.
Don’t assume it’s always working—check every couple of weeks to make sure calls are syncing. - Troubleshooting tips:
- Missing calls? Check both Kixie and HubSpot user permissions.
- Duplicate logs? Make sure you’re not syncing from two sources (e.g., Kixie and another dialer).
- Sync delays? Sometimes there’s a lag—wait 10 minutes, then check again.
What doesn’t work well:
- If your reps are making calls on their cell phones or another system, those calls won’t log. The sync only covers calls made through Kixie.
- Two-way sync isn’t a thing here. HubSpot data doesn’t push back to Kixie—just the other way around.
What about alternatives like Zapier or custom APIs?
You can use Zapier or custom APIs to move call data, but honestly, it’s usually not worth the hassle unless you have a super weird setup. The native Kixie-HubSpot integration covers 95% of use cases. Zapier might help for niche automations, but for basic call logging, stick with the built-in tools.
Common pitfalls (and how to avoid them)
- Not training your reps: Even the best integration fails if reps don’t use Kixie for every call.
- Over-cluttering HubSpot: Too much data = hard to read timelines. Less is more.
- Assuming “set it and forget it”: Integrations break. Do a quick check every month or so.
- Multiple integrations fighting each other: Only connect one dialer to HubSpot at a time, or you’ll get duplicates.
Wrapping up
Syncing Kixie call logs with HubSpot isn’t rocket science, but it pays to keep things simple. Start with the basics, make sure it’s working, and tweak from there. If something stops syncing, don’t panic—double check permissions and settings before you start clicking around in a frenzy.
The point isn’t to track every breath your team takes—it’s to get the right data in front of the right people, so you can actually improve sales. Don’t overthink it. Set it up, check it works, and move on to what matters: making sales, not spreadsheets.