HubSpot setup guide
Everything you need to connect Cyberstaff to HubSpot: what the integration does, how to install and configure it, and exactly what you’ll see in HubSpot after each call. Connecting takes about two minutes.
1. Before you start
- A Cyberstaff account with an active AI receptionist number.
- A HubSpot account. Any tier can connect; you need permission to install apps on your HubSpot portal.
- For the "assign to a team member" and "meeting rotation" booking modes: the relevant team members must have their calendars connected in HubSpot. HubSpot treats a member with a disconnected calendar as always available, so connect calendars before using these modes.
- Call transcripts and SMS/WhatsApp conversation logs are visible to Sales Hub or Service Hub Professional (or higher) seats. On Free and Starter accounts the records are still created via the API, but HubSpot does not display them on the contact timeline.
2. Connect Cyberstaff to HubSpot
- Log in to your Cyberstaff dashboard and open the Integrations page.
- Find HubSpot in the catalog and click Connect.
- A HubSpot window opens. Pick the HubSpot account you want to connect (if you belong to more than one) and review the requested permissions.
- Click Connect app. The window closes and the HubSpot card in your dashboard shows the connected portal.
3. Choose what gets logged
On the HubSpot card in your Integrations page, toggle the events you want synced to HubSpot. Each one is independent: enable as many or as few as you like:
| Event | What appears in HubSpot |
|---|---|
| Call completed | The caller is matched to an existing contact (or captured as a new one), and the call is logged on their timeline as a Call: AI summary, call reason, lead score and duration, with the full transcript attached. |
| Booking confirmed | A meeting is created in HubSpot using the booking mode you chose (see below). |
| Booking declined or expired | A note is recorded on the contact's timeline so the request never goes missing. |
| SMS / WhatsApp conversation completed | The whole conversation is logged as one Communication on the timeline: AI summary first, then the full message thread. |
4. Pick a booking mode
In the HubSpot connection settings, “How should confirmed bookings be created?” controls where a confirmed booking lands:
The booking is logged as a meeting engagement on the contact’s record. Nobody is assigned and no calendar invite is sent, a clean activity record.
Pick a team member from the dropdown; every confirmed booking becomes a real calendar event on that person’s connected calendar.
Pick one of your round-robin scheduling pages. HubSpot assigns the host per your rotation settings (even, weighted, or prioritise contact owner), creates the calendar event and invite, and advances the rotation, exactly as if the caller had booked through your booking widget. This mode requires the AI to collect the caller’s email address (Cyberstaff prompts you to enable that when you pick it), and requires meeting rotations on your HubSpot plan.
If a team-member or rotation booking ever fails (for example the chosen team member was deactivated), the booking is never lost: it falls back to a meeting on the contact’s timeline and your dashboard shows a warning explaining what happened.
5. Send a test
Every event you enable has a Send test button next to it. Use it to push a sample record into HubSpot and see exactly where things land before any real call comes in. Test records are created against an “Integration Test” contact using your own AI number, so they’re easy to find and safe to delete afterwards. Note that in team-member or rotation mode, a booking test books a real meeting on the assigned person’s calendar (and rotation tests advance your rotation counters).
6. What happens on a real call
Cyberstaff looks the caller up in HubSpot by phone number (or email). If they match a contact, the AI greets them knowing their name, company, job title and lifecycle stage.
When HubSpot is your availability calendar, the AI answers booking questions live: existing HubSpot meetings block time, or in rotation mode the AI offers only the slots your scheduling page actually offers. If your booking mode needs an email address, the AI collects it on the call.
Within moments the contact record shows the logged call with its summary and transcript, plus a meeting, note or conversation record depending on what happened. New callers appear as new contacts, no manual entry.
7. Disconnecting or uninstalling
To stop syncing, open the HubSpot card on your Cyberstaff Integrations page and click Disconnect. No further data is sent from that moment. You can also uninstall from the HubSpot side under Settings → Integrations → Connected Apps, which revokes Cyberstaff’s access entirely. Records already logged in HubSpot (contacts, calls, meetings, notes, conversations) stay in your CRM either way.
Stuck connecting HubSpot, or a booking mode not behaving as expected? Our team can help debug the connection or check your contact sync.