HubSpot contacts in, every call logged back
Connect HubSpot with a private app access token. New contacts reach a caller’s queue within a few minutes, and each call made to them from LumaKol is written to the contact as a call engagement with its outcome and note.
- New contacts every few minutes
- Every call logged on the contact
- No marketplace app to install
HubSpot at a glance
- How leads get in
- LumaKol checks HubSpot every few minutes for contacts created since you connected, using your private app’s access token.
- How fast
- A new contact reaches a caller within a few minutes. A call goes back to HubSpot once its outcome is saved, or after 30 minutes as No outcome saved.
- Repeats and retries
- Matched by phone number. A contact whose number is already a lead is linked to that lead, not added a second time.
- Where you set it up
- LumaKol: Integrations → CRM sync → HubSpot. HubSpot: a private app with access to contacts.
Who it’s for
Sales teams that keep HubSpot as the record of every customer but make their calls from mobile phones. Callers work from the LumaKol queue on their own SIM, and HubSpot still gets every call, so the contact timeline and your call reports stay complete.
- Callers never open HubSpot to type in a call they just made.
- Managers see each call’s outcome, length and note on the HubSpot contact.
- Owners and admins connect it once; callers need no HubSpot seat.
How to connect it
- 1
Create a private app in HubSpot
In your HubSpot account, create a private app with read and write access to contacts, then copy its access token.
- 2
Connect it in LumaKol
As an owner or admin, open Integrations → CRM sync, press Connect on HubSpot and paste the token. There is no marketplace app to install and nothing for HubSpot to approve.
- 3
Choose who gets the leads
Give new contacts to one person or share them in turn, pick the stage they start in and add any tags, as with your other lead sources.
- 4
Call, and HubSpot fills in
New contacts reach the caller’s queue within a few minutes. Each call the Android app logs from the caller’s SIM is added to the contact as a call.
What comes in from HubSpot
| What HubSpot sends | Where it lands in LumaKol |
|---|---|
| First name and last name | Name |
| Phone number and mobile phone number | Phone and an extra number, both matched against your existing leads |
| Company name | Company |
| City | City |
| Contact ID | Kept on the lead, so its calls go back to this contact |
Only contacts created after you connect are brought in. A contact with no phone number is skipped, because every LumaKol lead needs one. Who gets the lead, its starting stage and its tags come from the connection’s settings. Each new lead then runs your “A new lead arrives” automation rules and is sent to your lead.created webhooks, like a lead from any other source; a contact matched to an existing lead does neither.
What goes back to HubSpot
Every call made in LumaKol after you connect, to a lead that came from HubSpot or was matched to a HubSpot contact, is written to that contact as a call engagement: the outcome, the duration, the time, whether it was outgoing or incoming, the caller’s name and the call note. It is written once the outcome is saved; a call still without one after 30 minutes is written as No outcome saved. The Android app logs these calls from the caller’s own SIM by itself, so what HubSpot shows is what happened on the phone.
Common HubSpot problems, and the fix
My existing HubSpot contacts did not come in
Only contacts created after you connect are brought in. To call older contacts, export them from HubSpot as a CSV and add them under Leads → Import. Leads added that way are not linked to HubSpot, so their calls stay in LumaKol.
A new contact never reached a caller
Check that the contact has a phone number: contacts without one are skipped. If the number already belongs to a lead, no second lead is made; the existing lead is linked to the contact instead.
The connection stopped working
The access token was probably rotated, or the private app was deleted or lost its access to contacts. Copy the current token from the private app in HubSpot and reconnect under Integrations → CRM sync.
A call is missing from the HubSpot contact
Only calls LumaKol has logged since you connected are written back, once the outcome is saved or 30 minutes after the call. Check that the Android app is logging calls on that caller’s phone; a call made from a phone without LumaKol never reaches it.
Questions about HubSpot
Does it import my existing HubSpot contacts?+
No. Only contacts created after you connect become leads; existing records are not back-filled. You can import older contacts from a CSV to call them, but those leads are not linked to HubSpot.
Does it sync deals, pipelines or lifecycle stages?+
No. New contacts come in and call engagements go back, nothing else. Your HubSpot deals, pipelines and lifecycle stages are left as they are, and LumaKol’s stages stay in LumaKol.
Will LumaKol change or overwrite anything in HubSpot?+
No. It only adds call engagements to contacts. It does not edit, merge or delete contacts or any other HubSpot record.
What about HubSpot’s own calling tool?+
LumaKol does not use it. Callers ring from their own SIM on Android, LumaKol logs the call, and HubSpot receives the record. These calls use the caller’s mobile plan, not HubSpot calling minutes.
Which LumaKol plans include it?+
Growth, Business and Enterprise, and the free trial. Owners and admins connect it under Integrations → CRM sync.
Step-by-step setup guide
Related integrations
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- ZapierLumaKol’s own Zapier app: new leads, stage moves and call outcomes out, leads and notes in.Set up guide