Connecting dialnote to HubSpot lets you automatically log calls and recordings to your CRM contacts. When a call ends, dialnote creates a call activity in HubSpot with the duration, direction, and outcome—no manual data entry needed.
HubSpot is available on the Team, Business, and Pro plans.
Connecting Your HubSpot Account#
Setting up the integration takes just a few clicks:
- Go to Settings → Integrations and find the CRM section
- Find HubSpot and click Connect
- HubSpot will ask you to authorize dialnote—click Grant access
- You'll be redirected back to dialnote with a "Connected" status
Required permissions
dialnote requests access to read and write contacts and companies. This allows syncing contact data and logging call activities to the right records.
Once connected, you'll land on the CRM Integration page, where the HubSpot card shows a Connected badge. Click Configure to set up contact sync and event settings.
Nothing logs to HubSpot yet. Every event starts off, and so does every phone number. Tick at least one event under Event Settings and turn on your numbers under Phone Numbers before calls reach HubSpot.
Contact Sync#
The contact sync feature imports your HubSpot contacts into dialnote automatically. When enabled, contacts sync every 6 hours, so your team always has the latest information.
Sync is one-way for each direction: contacts flow from HubSpot into dialnote, while call activity flows from dialnote into HubSpot. dialnote doesn't create new contacts in HubSpot and doesn't push contact edits back.
To enable contact sync:
- Go to Settings → Integrations, find HubSpot under the CRM section, and click Configure
- Toggle Auto Contact Sync to on
The sync pulls these fields from HubSpot:
- First name and last name
- Email address
- Phone number
- Company name
- Job title
Initial sync
The first sync may take a few minutes if you have thousands of contacts. After that, only new and updated contacts are synced—keeping things fast.
Call Logging Options#
In the Event Settings section you tick what gets logged to HubSpot. They're checkboxes grouped by category, so you can enable any combination:
Call logs – Creates a call activity in HubSpot when a call ends. Includes call duration, direction (inbound/outbound), and outcome (completed, missed, or failed).
Call recordings – Creates a call activity when a recording is ready. Includes everything above plus a link back to dialnote where you can listen to the recording and view the AI summary.
Inbound SMS and Inbound MMS – Logs an activity on the matching contact when someone texts one of your numbers.
Notes – Syncs a conversation note when a teammate writes one.
To pause logging entirely, untick everything. The connection and your contact sync stay in place.
Ticking both call events logs the call twice
Nothing stops you selecting Call logs and Call recordings together, but a recorded call then produces two HubSpot activities: one when it ends, another when the recording is ready. Pick one unless you want both records.
Call recording required
To sync recordings to HubSpot, you'll need call recording enabled on your phone numbers. Check Settings → Phone Numbers to turn it on.
Enabling Phone Numbers#
Not every phone number needs to sync with HubSpot. You can pick which ones should log calls:
- Go to Settings → Integrations, then click Configure on the HubSpot card
- Scroll to the Phone Numbers section
- Toggle on the numbers you want to sync
Calls from enabled numbers will create activities in HubSpot. Calls from disabled numbers won't—handy if you have personal lines or numbers used for internal calls.
How Call Activities Appear in HubSpot#
When dialnote logs a call, it creates a Call engagement on the contact record. You'll see:
- Call direction – Incoming or Outgoing
- Duration – How long the call lasted
- Disposition – Completed, No Answer, or Failed
- Recording link – If you're syncing recordings, clicking this opens dialnote's conversation view
The call appears in the contact's timeline, so anyone on your team can see the full communication history.
Calls log against existing HubSpot contacts
dialnote matches each call to a HubSpot contact by phone number. If the caller's number isn't already a contact in HubSpot, that call won't be logged there—but it's still saved in dialnote. Turn on Auto Contact Sync, or add the contact in HubSpot first, so future calls attach correctly.
Disconnecting HubSpot#
If you need to remove the integration:
- Go to Settings → Integrations, then under CRM click Configure on HubSpot
- Click Disconnect
- Confirm the action
This removes the OAuth connection and stops all syncing. Your existing contacts and logged calls in HubSpot won't be deleted—the integration just won't add new data.
dialnote refreshes your HubSpot login in the background, so you rarely need to reconnect. If a connection breaks for good, the HubSpot card shows a Reconnect needed or Not syncing badge. Click Reconnect to authorize again. Don't disconnect instead: that deletes your event and contact sync settings.
What's Next#
- CRM Integrations overview — How sync works across every CRM
- Salesforce Integration — Set up Salesforce sync
- Pipedrive Integration — Configure Pipedrive logging
- Call Recording — Turn on recording so recording links sync to HubSpot
The full list of tools dialnote connects to is on the integrations page.