Dialer + CRM stack

Aircall + HubSpot: calls beside meetings and pipeline

Put Aircall calls and connected calls per rep next to HubSpot meetings and pipeline. A call to a known contact counts as a touch, so deals that follow a call are credited to that rep.

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The question this page answers

How many Aircall dials and conversations does it take each rep to book a meeting and open pipeline in HubSpot?

Why Aircall and HubSpot do not line up on their own

Aircall knows which user dialled, the number, how long the call lasted and how it ended. It has no record of the meeting that was booked afterwards or the deal that opened.

HubSpot knows the deal, its amount, stage and create date, the contacts and company associated with it, its owner, and the meetings and calls logged against those contacts. It does not show, on its own, how many dials and conversations each rep made to get there.

Depending on how your native sync is set up, Aircall calls may also be logged on HubSpot contact records. Whether those logs carry an outcome you trust, and whether they add up to dials, conversations, meetings and pipeline per rep, depends on that setup.

Aircall's unit is the call and HubSpot's is the deal. A rep can have a strong week in one and an empty week in the other, and you only find out by opening two reports with two date pickers and matching names by eye.

How OutboundManager joins Aircall and HubSpot

Each Aircall user is a dialer seat, and each seat is mapped to a rep. HubSpot owners are mapped to reps the same way, so one rep row holds their Aircall seat and their HubSpot owner.
Outbound Aircall calls sync with their outcome. A call counts as connected when the call was answered and lasted at least 10 seconds. Inbound calls are skipped.
When the Aircall contact has an email address, the call is attached to the contact with that key: the same contact HubSpot associates with its deals. Contacts are de-duplicated on email address, then LinkedIn URL.
HubSpot meetings count for the rep mapped to the meeting's owner. Deals sync with amount, stage, create date and their associated contacts and companies.
Each deal is credited to the most recent email sent, LinkedIn invite, LinkedIn message or call to any of the deal's contacts, before the deal was created and no more than 120 days before it. When that touch is an Aircall call, the deal goes to the rep who called.
With write-back on, the source campaign, channel, rep and touch date are written to four OutboundManager properties on the HubSpot deal.

A worked example

A rep calls a prospect from Aircall. The Aircall contact has an email address, the call is answered and it runs for four minutes. Two days later the prospect takes a meeting, and the following week a deal is created in HubSpot with that prospect as an associated contact. The call is a connected call for the rep, the meeting counts for the rep through their HubSpot owner, and the deal is credited to the call unless an email or a LinkedIn touch came after it and before the deal.

What you can see once both are connected

Aircall calls and connected calls on each rep's row, beside the meetings and pipeline HubSpot holds for the same rep and the same week
A link from each synced call back to that call in the Aircall dashboard
Calls and connected calls per rep beside meetings and pipeline, each against a weekly target
Deals whose last touch was a call shown with call as the source channel, credited to the rep who dialled
A weekly report that includes calls, connected calls, meetings and new pipeline

Rep scorecard: four reps with sends, LinkedIn touches, replies, meetings, pipeline and won revenue, each shown against a weekly target

The rep scorecard: one row per rep across every connected tool. With a dialer connected, each rep also gets calls and connected calls. Demo data.

Set it up

Connect Aircall

In Aircall, an admin opens Dashboard → Integrations & API → API keys and creates a key pair. Note the API ID and the API token.
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick Aircall. Enter the API ID in "Aircall API ID".
Paste the API token. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Open Settings → Reps & senders and give each dialer seat a rep, so calls land on the right row of the scorecard.

Aircall integration: what syncs and its limits Aircall documentation (opens in a new tab)

Connect HubSpot

In HubSpot, a super admin creates a private app (Settings → Integrations → Private Apps; newer accounts list private apps under Development → Legacy apps).
Give it these scopes: crm.objects.deals.read, crm.objects.contacts.read, crm.objects.companies.read, crm.objects.owners.read and crm.schemas.deals.read. For write-back, also crm.objects.deals.write and crm.schemas.deals.write.
Copy the private app's access token.
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick HubSpot. Paste the access token. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Map HubSpot owners to reps in Settings → Reps & senders. To write attribution back to deals, turn on write-back on the HubSpot connection; it is off until you do.

HubSpot integration: what syncs and its limits HubSpot documentation (opens in a new tab)

After both are connected

Map senders to reps. In Settings → Reps & senders, give every mailbox, LinkedIn account, dialer seat and HubSpot owner a rep. Re-mapping later moves the history with the sender.
Set weekly targets per rep on the same page, so the scorecard shows each number against a target and the overview flags reps under 60% of it.
Optional: turn on write-back on the HubSpot connection. It is off by default and needs the two deal write scopes; it then fills four OutboundManager properties on each attributed deal.

Good to know

Aircall + HubSpotOutbound calls logged in HubSpot are counted as calls too. If Aircall also logs each call to HubSpot, the HubSpot copy is matched to the Aircall call (same person, within two minutes) and counted once.
Aircall + HubSpotCalls are counted in their own columns. They are not added to the sends that reply rates are divided by.
AircallAircall keeps six months of call history in its API; the 90-day first backfill fits inside it.
AircallInbound calls are skipped.
AircallConnected means the call was answered and lasted at least 10 seconds. Aircall cannot tell a person from an answering machine, so the floor filters most machine pickups.
AircallRecording links from Aircall expire after an hour; the dashboard link does not.
HubSpotDeal stage history is not synced, only the current stage.
HubSpotInbound calls are skipped, and cancelled meetings are removed.
HubSpotHubSpot search returns at most 10,000 results per query; long deal backfills are read in slices, which takes a little longer.
HubSpotWrite-back only touches deals with an outbound attribution, in a property group named OutboundManager.

Aircall + HubSpot questions

Aircall cannot tell a person from an answering machine. How is "connected" counted?

A call is connected when it was answered and lasted at least 10 seconds. The 10-second floor filters most machine pickups; it will not catch every one.

Can an Aircall call be the touch that gets credit for a HubSpot deal?

Yes, when the Aircall contact has an email address that matches one of the deal's contacts and the call happened in the 120 days before the deal was created. Calls to bare numbers still count on the scorecard.

Do I have to switch off my existing Aircall to HubSpot sync?

No. OutboundManager reads from Aircall and from HubSpot separately, each with its own API key, and does the join itself. It does not depend on, replace or interfere with any sync you already run between them.

Can OutboundManager change anything in Aircall or HubSpot?

It only reads from Aircall. In HubSpot it writes nothing unless you turn write-back on; then it fills four deal properties in a group named OutboundManager.

The two tools on this page

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See Aircall and HubSpot in one set of numbers.