Integrations
Waveline for HubSpot
Connect HubSpot to import provider-owned contacts into Waveline and optionally log eligible calls and messages. Contact details sync from HubSpot into Waveline; edit those details in HubSpot.
Connect HubSpot
- Open Settings → Integrations → Add integration → HubSpot in Waveline.
- Select the inboxes available to you. Only a workspace Owner can choose Entire workspace. For scope details, see Connection scope.
- Select Continue to HubSpot and complete HubSpot authorization using the account you want to connect.
- Return to Waveline and open the connection to review its scope, contact import status, and activity settings.
Under Phone activity, Completed calls and Messages are selected by default. You can change them later.
An organization Member can connect their own personal inbox and shared inboxes where they have the Manager role. Owners and Admins have additional choices within their permitted access. If HubSpot setup is unavailable, contact Waveline support.
Understand the contact import
HubSpot contacts import into Waveline in the background. Their details are read-only here; edit them in HubSpot. You can add Waveline notes.
Each HubSpot contact becomes its own imported copy. It does not merge with or overwrite contacts created in Waveline or by another integration. Deleting a contact in HubSpot removes its copy from the Waveline directory. Entire workspace makes imported contacts workspace-visible; selected inboxes limit them to those inboxes.
The initial import does not trigger contact automations. Later contact changes from HubSpot can trigger your subscribed contact automations, such as webhooks.
For phone-number eligibility, import status, and contact visibility, see Understand imported contacts.
Manage scope and activity
Use the saved connection’s Scope to choose the inboxes it covers. Under Activity to sync, Calls and Messages are independent switches. Activity logging does not send a customer text or add the integration message sending fee.
Entire workspace includes activity from all current and future shared and personal inboxes. With selected inboxes, a call includes only its parts in those inboxes, and a message is logged only when every inbox in its conversation is in scope. Internal-only calls and messages are not logged.
Waveline logs each call or message on the HubSpot contacts imported by this connection whose phone number took part in it. Logged calls include available call summaries and a View call in Waveline link, and they update when a later summary arrives. Recordings, transcripts, and message attachments are not copied to HubSpot.
For the controls and their effects, see Change scope and Choose activity to sync.
Check sync and reconnect
Use the connection’s sync or reconnect action when needed. Reconnecting keeps the same scope and imported contacts. If sync is paused, updating the scope or an activity setting resumes it. For the exact steps and uncertain-delivery handling, see Check sync and reconnect.
Remove the connection
For the removal steps and what happens to imported contacts and historical notes, see Remove a connection. Read the confirmation before proceeding.
Troubleshooting
This HubSpot account is already connected
Each HubSpot account connects once per workspace. Use the existing integration, or ask an Owner or Admin to manage it. You can connect a different HubSpot account.
A HubSpot contact is missing or appears twice
Only HubSpot contacts with a usable phone number import, and you see them only when the connection’s scope includes an inbox you can access. A contact you also created in Waveline remains a separate contact from its HubSpot copy.
A call or message was not logged
Check that the matching Activity to sync switch is on and that the inbox is in scope. For a message, every inbox in the conversation must be in scope. The other participant’s phone number must belong to a HubSpot contact imported by this connection. If Waveline shows that some activity could not be synced, check HubSpot before retrying because an uncertain delivery may already exist there.
Notifications need attention
Scheduled contact checks continue while Waveline retries automatic notifications. If Reconnect notification access appears, select it and complete HubSpot authorization. You can also select Sync now.
Contact import is waiting for workspace capacity
The workspace has reached its stored contact limit. Contact Waveline support to increase it. Sync retries automatically.