Set up the HubSpot integration for x-bees and Collaboration 7

Connect HubSpot to x-bees or Collaboration 7 so calls and conferences are logged automatically against the right HubSpot contact.

Connect HubSpot to x-bees or Collaboration 7 so calls and conferences are logged automatically against the right HubSpot contact.

Which HubSpot integration you need

There are two separate HubSpot integrations and they are easy to confuse:

• This one. HubSpot inside x-bees and Collaboration 7. Calls are logged automatically, and users see HubSpot contact data without leaving x-bees.
• The HubSpot-side integration. For placing and managing calls from within HubSpot itself. That is a different setup with its own guide.

Wildix publishes two apps in the HubSpot marketplace that correspond to these: Wildix Automation, which handles the automatic logging of calls and meetings, and Wildix Calling Assistant, which lets you call from inside HubSpot.

Most organisations want this one. You can run both.

Installation is two separate steps

This is where most setups go wrong. Enabling only the first step gives you automatic call logging but no contact data in the interface, which looks like a broken integration.

Step 1: Enable HubSpot Auto Logging

This handles automatic logging of calls and conferences, and the contact lookup that matches an incoming number to a HubSpot contact.

1. In WMS, go to Settings > PBX > Integrations > Cloud integrations.
2. In the Connectors section, click HubSpot Auto Logging.
3. Click Add new integration.
4. Log in to HubSpot and click Choose account.

The integration activates immediately. If you need to connect a second HubSpot account, repeat the same steps. Both appear on the HubSpot Auto Logging page.

Step 2: Enable the HubSpot app

This is what puts HubSpot contact data on the Info tab, into Live Search and into Dialpad search.

1. Still under Cloud integrations, open the Apps section.
2. Click HubSpot.
3. Click Create new integration.

You can restrict the integration to specific users, or block it for certain users, in the integration settings. To create a variant with different settings, open the integration and click Duplicate.

Verify it works

Call a number that exists as a contact in HubSpot, from a user on x-bees Standard or higher. Within a minute you should see:

• A completed activity on that contact in HubSpot, with participants, call type, duration, timestamp and any transfers.
• The contact's details on the Info tab in x-bees or Collaboration 7.

What is not logged

These are deliberate exclusions, not faults:

• Inbound and missed calls from a number that does not match any HubSpot contact.
• Calls made and cancelled within five seconds.
• Internal calls between colleagues on your own phone system.

Missed calls are logged when the number does match an existing contact. Successful calls are logged with the status Connected.

Connecting a second HubSpot account

Possible. Repeat the Auto Logging steps and choose the other account. Both then appear on the HubSpot Auto Logging page.

How duplicate contacts are handled

If a phone number matches more than one HubSpot contact, activity is logged against the newest one . but only if that duplicate was created after you installed the integration. If the duplicates already existed beforehand, the match is chosen at random.

Changing the match on a contact applies to new activities only. Activities already logged stay where they are.

What users can do once it is running

• See HubSpot contacts in Live Search, in Dialpad search when a phone number is available, and when starting a conversation.
• Open the contact directly in HubSpot from the Info tab.
• Correct the match when the wrong contact was linked.
• Log a call, email or meeting manually.
• Create tasks, and see all tasks and activities for that contact.
• Create a new HubSpot contact without leaving x-bees or Collaboration 7.

See also

• Which Wildix apps exist in the HubSpot marketplace
• Which x-bees plan do I need?
• Wildix subscription plans explained
• Use HubSpot contacts in x-bees and Collaboration 7