Integrations

Connect HubSpot

Connect your HubSpot account so every AIVA call is logged against the right contact, bookings create HubSpot meetings, and your assistant can greet known callers by name.

Connecting HubSpot means you don't have to copy call notes into your CRM by hand. After each call, AIVA finds the caller's HubSpot contact by phone number, or creates one, and logs the call there. Booked appointments become HubSpot meetings, and the assistant can look up a caller during the call to greet them by name. You need a HubSpot account and permission to install apps in it. There's nothing to copy or paste: you sign in to HubSpot and approve the connection.

Connect HubSpot

  1. In the sidebar, under Admin & Developer, open Webhooks.
  2. Open the Integrations tab.
  3. On the HubSpot card, click Connect.
  4. HubSpot opens. Sign in if asked, choose the HubSpot account to connect, and approve the access AIVA asks for. HubSpot's own screen explains each permission.
  5. You're sent back to the Integrations tab. You'll see "HubSpot connected. New calls and appointments will sync automatically." and the card shows Connected.

If something goes wrong, you'll see "Couldn't connect HubSpot. Please try again." Click Connect again. Make sure you're approving the connection in the HubSpot account you want to use.

One HubSpot account connects to your whole AIVA workspace, so all your assistants sync to it.

What syncs

WhenWhat AIVA does in HubSpot
After every callLooks up the contact by the caller's phone number (the phone or mobile phone field). If there's no match, it creates a contact with that number. Then it logs the call against the contact, including the outcome, the AI summary, the duration and a link to the recording if there is one.
When an appointment is bookedCreates a meeting with the booking's start and end time, linked to the caller's contact.
During a callLooks up the caller by phone number so the assistant can greet a returning caller by name.
When the AI updates contact detailsIf the assistant's Updating the CRM contact action is on, details the caller gives, such as their name or email, are saved to their HubSpot contact.

Logged calls appear on the contact's timeline with a title like "AIVA call (completed)".

The sync is one-way and best-effort. AIVA writes calls, meetings and contact details to HubSpot, and it reads contacts only to look up callers. It doesn't create deals or tickets in HubSpot. If HubSpot is unavailable, the call and its summary still save in AIVA as usual; only that HubSpot entry is skipped.

Choose which assistants update contacts

Logging calls and creating meetings happen for every connected workspace. Whether an assistant can also update contact details during a call depends on its actions:

  1. Open Assistants and click the assistant.
  2. Open the Actions tab.
  3. Find Updating the CRM contact and switch it on or off. You can also set it to Automatic, Ask first or Never.

Some agent types, such as Receptionist and Support, start with this action switched off.

Disconnect HubSpot

On the HubSpot card, click Disconnect. New calls and bookings stop syncing straight away. Anything already logged in HubSpot stays there. You can also remove AIVA's access from the connected apps settings in HubSpot.

Troubleshooting

The card shows Error. AIVA couldn't check the connection. Refresh the page. If it still shows an error, click Disconnect, then Connect again.

Calls are logged to a new contact instead of an existing one. AIVA matches on the exact phone number. Check that the existing contact's phone or mobile phone field holds the number in the same format the caller uses, including the country code.

Next steps

Something here doesn’t match what you see in the dashboard? Email support@aivachat.io and we’ll fix the guide.