HubSpot Integration with x-bees – Admin Guide

Introduction

HubSpot integration enables automatic logging of calls and conferences that take place on the Wildix system between users and HubSpot contacts. From x-bees, users can create new HubSpot contacts, find existing contacts, view all the previous interactions with them, create tasks, log activities, and start a new conversation or schedule a call with them.

Requirements

• x-bees-Standard license or higher
• Admin access to HubSpot account

Installation

Installation consists of two parts: 

1. Install HubSpot Auto Logging integration: it ensures automatic logging of calls and conferences that take place in x-bees between users and HubSpot contacts; also, the integration ensures contact lookup for calls.
2. Enable HubSpot in x-bees Client integrations: this allows to view HubSpot contact data on the Info frame in x-bees, see HubSpot contacts in Live Search and Dialpad search, create tasks and new HubSpot contacts via x-bees.

I. Enable HubSpot Auto Logging

1. Go to WMS Settings -> PBX -> Integrations -> Cloud integrations
   

   Note: In case of WMS version lower that WMS 6.05.20231110.2, the tab is named x-bees (not Cloud integrations). Your PBX should be on the x-bees licensing, otherwise, the x-bees tab is greyed out.    

2. Wildix Integration Hub opens
   
3. Click on HubSpot Auto Logging
   
   
   
4. Click Install to proceed with the activation:
   
   
   
5. Log in to HubSpot and click Choose account:
   
   
   
6. HubSpot integration gets activated:
   
   

II. Enable HubSpot in x-bees Client integrations

1. On WMS Settings -> PBX -> Integrations -> Cloud integrations, click on x-bees Client Integrations:

2. Proceed to the Ready Integrations tab and under HubSpot, click Install:

3. The integration gets installed:

4. Once it is installed, the integration appears on the Manage Integrations tab:

If you click on the HubSpot integration, you can edit its settings if required (e.g. make available only to some users, block access to certain users, etc.). For more information about the settings and how to manage them, check out the guide How to set up x-bees Client integrations.

Usage

HubSpot integration offers the following features: 

• x-bees calls and conferences are automatically logged to HubSpot
• HubSpot contacts are visible in Live Search, Dialpad search (if phone number is available), and when creating a conversation
• Information about HubSpot contact is available on the Info tab in x-bees. There, you can perform the following actions:
  
  • open contact in HubSpot
  • change the match if the match is wrong
  • log activity (Call/ Email/ Meeting)
  • create tasks
  • see the list of all tasks and activities
  • monitor activity history
• Also, you can create new HubSpot contact via x-bees

​​Logging activities

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. 

• Logged call data includes: participants, call type and duration, date and time the call was received/made, information about transfers.
  Missed PBX calls (in case of contact match in HubSpot) are logged to the existing HubSpot contact as a completed activity. 
  Successful calls are logged to HubSpot with Connected status. 
• Logged conference data includes: participants, the title of the conference, duration, date and time the conference took place. Activity is logged for each contact participating in the conference that has a match in HubSpot.

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

• This logic applies if the duplicate contact was created after the installation of the integration. Otherwise, if contact had multiple matches before the installation of the integration, the match is chosen randomly.
• When the contact match is changed, all new activities are created for the assigned match. Old activities are not changed