If you're juggling calls and messages between different tools, and your customer info lives in HubSpot, you probably feel like half your day is spent chasing down updates. This guide is for sales and support folks who want every call, text, and voicemail from Justcalliq to show up—automatically—in HubSpot. No more copy-pasting notes, and no more wondering if someone followed up.
Let’s walk through how to actually get these two talking, what works, what doesn’t, and what to watch out for.
Why bother syncing Justcalliq with HubSpot?
Short answer: less busywork, more context. When Justcalliq and HubSpot are in sync, you get:
- Automatic logging of calls, texts, and voicemails in the right contact records.
- One place to see the full story of your customer communication.
- Fewer dropped balls—everyone’s in the loop.
But (and it’s a big but), integrations like this are only as good as their setup. If you take shortcuts or miss a few details, you’ll end up with duplicates, missing info, or calls logged to the wrong contacts. So let’s do it right.
Step 1: Check your prerequisites
Before you even touch a settings screen, make sure you’ve got:
- A Justcalliq account with admin access.
- A HubSpot account (free or paid CRM—most features work with both, but advanced automation requires paid tiers).
- Permission to add integrations in both tools.
If you’re not sure, ask your admin or poke around in your account settings. If you can’t see “Integrations” or “Connected Apps,” you might not have the right permissions.
Pro tip: If you’ve got a test account or sandbox, use it first. Integration hiccups are much less painful there.
Step 2: Connect Justcalliq to HubSpot
Alright, here’s where the rubber meets the road. The actual steps are straightforward, but don’t rush—bad connections can cause syncing headaches.
- Log in to Justcalliq.
- Go to the Integrations or Connected Apps section. (Look for a sidebar link or under your profile/settings.)
- Find HubSpot in the list of available integrations.
- Click Connect or Authorize. This will send you to a HubSpot login screen.
- Sign in with your HubSpot credentials and grant the requested permissions.
- You’ll get bounced back to Justcalliq. If all goes well, you’ll see a “Connected” or “Success” message.
What to watch out for
- Multiple HubSpot accounts? Double check you’re connecting to the right one—disconnecting later is a pain.
- Pop-up blockers: Sometimes, the authorization window gets blocked. If nothing happens, disable your blocker for this step.
- Permissions mismatch: If Justcalliq says it can’t access certain HubSpot features, you might need admin rights in HubSpot.
Step 3: Set up your sync preferences
By default, Justcalliq will try to log most calls and texts to HubSpot. But if you want to avoid clutter (or privacy disasters), take a few minutes to tweak your settings.
Typical options include:
- Which calls to log: All calls, only inbound, only outbound, or only calls from assigned users.
- Where to log: Contacts, companies, deals, or tickets.
- What info to include: Call recordings, notes, voicemails, SMS content.
Don’t just accept the defaults. If you have sensitive calls, or you don’t want private voicemails in your CRM, turn those off.
Pro tip: Many teams skip logging internal calls or short “missed call” events—otherwise your timeline turns into a mess.
Step 4: Map fields between Justcalliq and HubSpot
This is where a lot of integrations go wrong. If you want call data to actually show up where it makes sense in HubSpot, you need to map fields carefully.
- Caller/callee: Make sure Justcalliq contacts match HubSpot contacts. Usually, this happens via phone number or email.
- Call outcomes: Map call result fields (“answered,” “left voicemail,” etc.) to HubSpot properties if you want to report on them.
- Notes and recordings: Decide if these go in the activity timeline, as attachments, or both.
Honest take
Most integrations do a so-so job here. Expect to see some mismatched or missing data, especially if your contacts use multiple phone numbers or you have duplicates in HubSpot. Regularly audit your timeline to see if things are landing where you expect.
Step 5: Test your setup (don’t skip this!)
Before you roll this out to the whole team, run a few test calls and texts. Here’s what to do:
- Call your Justcalliq number from a phone that matches a contact in HubSpot.
- Leave a voicemail or send a text.
- Check that the activity shows up in HubSpot—on the right contact, with all the expected info.
- Try the same with an unknown number. Does HubSpot create a new contact, or does the call vanish?
- Check if call recordings and notes are attached as expected.
If something’s off:
- Double-check your field mappings (see Step 4).
- Verify both accounts are still connected.
- Look for error logs in the integration settings—most tools have a section for failed syncs.
Step 6: Roll out to your team and train them
Once you’ve got things working, add the rest of your users in Justcalliq and make sure they know:
- How calls and texts will show up in HubSpot (and where to look).
- What info is being logged (and what isn’t).
- How to add notes or log outcomes if something didn’t sync automatically.
It’s not a bad idea to send a quick cheat sheet or record a 2-minute screen share demo.
Heads up: If you have sensitive data or strict privacy policies, remind your team which calls not to place through Justcalliq if you’re logging everything.
What works (and what doesn’t)
Let’s be real—no integration is perfect. Here’s what you can expect:
What works well:
- Routine calls and texts show up in HubSpot almost instantly.
- You get a clear timeline of customer interactions.
- Call recordings and notes are easy to review in one place.
What doesn’t always work:
- Contact matching can get weird if you have duplicates or incomplete info in HubSpot.
- Custom properties and advanced automations might require manual setup, or just won’t sync at all.
- If you disconnect and reconnect accounts, you might get duplicate logs or gaps in your timeline.
Ignore the hype: No, this won’t magically make your team “10x more productive.” But it will save hours of manual data entry—if you keep your setup clean.
Troubleshooting tips
- Data not syncing? Re-authenticate the integration in both tools. Tokens expire or permissions get lost all the time.
- Contacts not matching? Clean up your HubSpot contact list—make sure phone numbers are formatted the same way in both tools.
- Too much noise in your timeline? Adjust your sync preferences to log only what you need.
- Missing calls or messages? Check for integration error logs or email alerts. Sometimes it’s a simple permissions hiccup.
If all else fails, reach out to support for both Justcalliq and HubSpot. Honestly, you’ll probably get a faster answer from Justcalliq’s support team, since they want your integration to work.
Keep it simple: iterate as you go
Don’t spend hours trying to build the “perfect” integration from day one. Get the basics working, then adjust your sync preferences and field mappings as your team uses the tools. Most problems come from over-complicating things or ignoring your data hygiene.
Remember: unified communication isn’t about fancy automation—it’s about having the right info at your fingertips, when you need it. Set it up, test it, and tweak as you go.