This Guide describes main points of HubSpot Integration usage in x-bees/ Collaboration 7, including contacts management and logging activities (inbound, outbound calls; conferences).

Other documentation: x-bees documentation, Collaboration 7 Documentation

Created: February 2022

Updated: April 2025

Permalink: https://wildix.atlassian.net/wiki/x/KBPOAQ

Activation 

For Requirements and installation, check HubSpot Integration with x-bees – Admin Guide.

To activate the integration inside x-bees/ Collaboration 7, you need to go to Settings -> Integrations -> find HubSpot, click Activate and log in. 

Features

HubSpot integration offers the following features: 

Notes:

  • HubSpot and x-bees/ Collaboration 7 sync may take up to 5 minutes
  • x-bees/ Collaboration 7 contact can be created only with users that have an email address
  • Contacts deleted from HubSpot are not removed in x-bees/ Collaboration 7


For managing calls directly from HubSpot account, refer to a separate integration: HubSpot Integration User Guide.

HubSpot contacts management

Finding HubSpot contacts 

To find HubSpot contacts, use the search field in the upper left part of the screen. The results matching your search criteria from HubSpot appear in the drop-down list with the relevant HubSpot icon:

 

Click on the match and see the HubSpot contact activities on the Info tab -> Activity History on the right. Click on the Activity History button to see the details:


In case you are in a conversation with a HubSpot contact and want to see information on this HubSpot contact, just click More actions (three dots) button (1) -> View profile (2):

In case there is only one external user in the conversation, the information about the user is available right after you open the Info frame. 

Note: 

  • In case of a SIP call, for the lookup data to be displayed in the Call popup, Conversation name on Inbox, and Call dialog, HubSpot Auto Logging should be enabled in WMS. Documentation: HubSpot Integration – Admin Guide

​​Logging activities

You can manually log activities from x-bees/ Collaboration 7 to HubSpot. Open a HubSpot contact on x-bees/ Collaboration 7. You have two options: 


Inbound and outbound calls via PBX and conferences are automatically logged for all HubSpot contacts that have a match and are displayed in HubSpot as completed tasks. 

If a contact has multiple matches, activity is logged for the newest contact:

The following activities are not logged automatically:

  • Received and missed PBX calls in case of an unknown number
  • Calls made and canceled within 5 seconds
  • Calls between users of the same PBX/ WMS Network

Logging Scheduled Meetings

In case the contact exists in HubSpot, meetings scheduled via Meeting Scheduler are automatically logged as activities in HubSpot:


Note:

  • The logging works only for meetings created by guest users using Meeting Scheduler. Scheduled meetings are automatically logged as activities in HubSpot only if the contact already exists in the CRM records.
  • The agent should be present in HubSpot with the same email as in x-bees/ Collaboration 7.

In case the meeting was rescheduled or cancelled, the changes are automatically synced to HubSpot:

Cancelled meetings are marked as closed.

Logging call / conferences transcription and summary 

x-bees/ Collaboration 7 features real-time transcription of conferences and calls and automatically adds the data to the relevant Contact page in HubSpot. 

Note: The call needs to be recorded so that its transcription and summary are available. 

You can find more details in the documentation How to use real-time transcription of calls and conferences (see the section "Get transcriptions of calls and conferences -> HubSpot) 

Create a HubSpot contact 

You can create a HubSpot contact in x-bees/ Collaboration 7 from a conversation or from a contact card.

In case you are in a conversation with an external person who is not present in HubSpot, click on the contact and click on the Create Hubspot Contact button:

In case you opened a HubSpot contact and you consider it a wrong match, you have an option to create a new HubSpot contact. For this, click on the Wrong match? button on the Info tab:

Then, click Create Hubspot contact button at the bottom:


Fill out the fields and click Save: 


Note: Email is a mandatory field when creating a HubSpot contact.