Zoom Phone HubSpot integration

By integrating Zoom with HubSpot, you can use Zoom Phone along with your HubSpot account. The following features are provided by the integration:

• HubSpot makes it easy for you to automate the process of dialing a phone number with a simple click

• A manual phone call can be made by dialing a number by hand

• With HubSpot, your marketing agents will be able to log calls automatically and capture meaningful data for you (such as notes left on the call)

• Within the call logs, you can access recordings as well as voicemails

• Get the highest quality calls with Zoom’s high level of security and quality

• Zoom provides agents with an array of additional features that they can take advantage of

Prerequisites for integrating Zoom Phone with HubSpot

• Licence for Zoom Phone

• The Zoom Phone has been configured

• Version 5.2.0 of the Zoom client or higher is required

• Zoom Phone for HubSpot needs admin access both to Zoom and HubSpot so that it can be installed/uninstalled

• The ability to automatically call third-party applications is enabled by the administrator

How to install and sign in to the Zoom Phone app within HubSpot

This step would only be possible if you were a member of HubSpot and Zoom as an administrator, as follows:

1. The first step to setting up a HubSpot account is to sign in as one of the administrators.

2. You can open the App Marketplace by clicking on the Marketplace button in the main navigation bar.

3. You can find Zoom Phone by searching for it in the search bar.

4. Zoom Phone for HubSpot can be selected from the app list, and then clicked on Install app.

5. Once you have entered your Zoom admin login credentials, click Sign in to move on to the next step.
   

   Notes:

   • You will be prompted to grant Zoom Phone permission in this step to use your HubSpot Zoom account so that you can access Zoom Phone so that you can use Zoom Phone. Authorize your account by clicking the button below.

   • The Zoom Phone for HubSpot app will request permission from you to access your HubSpot account by asking you to grant it permission. Please click on the Connect app to get started.

6. In the list of your calling providers, find the Zoom Phone item and click on it.

How to make a call using Zoom Phone in HubSpot

Enable Automatic Calling from Third-Party Application

An individual who has a record of a contact can make a call

1. After logging into your HubSpot account, select the Contacts tab, then select the Contacts tab.

2. A list of records can be accessed by clicking on their names.

3. Select Call from the left panel of the window, and then click Zoom Phone from the list of options.

4. If you want to call a specific number, please select it.
   

   Notes:

   • As soon as you click on the Zoom Phone widget, a sign-in window will appear for you to complete. Those who are not signed in to the Zoom app should enter their Zoom login credentials in order to access the app, and then authorize it.

   • You will be able to minimize the widget once your call has been connected.

   • You will see that the widget expands and displays the dial panel once your call ends.

Call from the Zoom Phone widget

1. In order to make a call from your Zoom Phone, you must first sign into your HubSpot account then click Call.

2. The number you want to call should be selected.

3. Type the name of the person you want to call, or type their phone number, and click on the phone icon, you should be taken to the Zoom Phone widget.

When you are on an active call, you should take notes

During an active call, you have the option of taking notes if you wish to do so.

1. To take notes during the call, click the Notes button at the bottom of the screen.

2. In the box provided for comments, you may type your notes.

3. Then click the Save button.

4. In order to continue taking notes during your call, you will need to click the Notes button once again.

Place a call on hold from the Zoom Phone widget

You can place the call on hold while you are in the middle of a conversation by following the following steps:

Notes:

• The number of calls that you can put on hold is up to four.

• When you are on hold, you cannot record the call.

1. Press the Hold button on your keyboard.

2. In order to resume the call, you will need to click the Unhold button.

3. There is an option in the widget that will allow you to retrieve calls you have on hold, by clicking on the first call you wish to retrieve, and then clicking the Unhold button at the top of the widget.

Mute or unmute a call from the Zoom Phone widget

There are several ways that you can muffle/unmute the call while you are in the middle of a conversation:

1. You can mute the call by clicking the Mute button.
   There will be a mute button on your call that you will need to press in order to unmute your call.

2. In order to resume the call, you will need to click the Unmute button.

Record a call conversation from the Zoom Phone widget

It is possible to record the conversation when you are in the middle of a phone call if desired, as follows:

1. To record a phone call, click the Record button on the phone dial pad.

2. You can stop the recording by clicking on the Stop Recording button.

3. It is possible to listen to a recording of a recorded phone conversation in your Hubspot account by clicking on the Calls tab, then on the recorded call.

How to use SMS in HubSpot

When you use Zoom Phone with HubSpot, you have the option to send and receive short text messages (SMS) whether or not the administrator has granted you this privilege. If the administrator has granted you this privilege, you can use this feature. Your Zoom administrator should be able to assist you if you do not have this function.

Send a text message to a phone number or contact

1. Within the HubSpot app, you will find a Zoom Phone widget that can be accessed.

2. Using the dial pad on the phone, select the SMS tab on the left.

3. To begin writing your new text message, simply click on the pencil icon at the top of the screen.

4. To send the text message to a particular person or group of people, enter the phone number or name of a contact in the To: field.

5. If you are using the text box, type the message that you would like to send.

6. Your message will be sent as soon as you click the send icon.
   The message you sent will be sent to the recipient.

   • In case the message is not sent successfully, click Retry to try again, or click Delete to remove the message from the system.

7. If you would like to send images, please click the file icon (optional).
   Note: Only JPG, PNG, JPEG, GIF files are supported at this time with a maximum size of 2MB, and you can only send one image at a time.

Notes:

• If you have more than one direct phone number, you will need to choose one of those numbers from which to send an SMS in order to send an SMS.

• Multiple recipients can be notified at the same time when you send a message.

• An existing SMS thread can be used to send a message.

Read a text message

1. Zoom Phone widget can be accessed within the Hubspot app by clicking on the Zoom Phone icon.

2. The SMS tab will appear on the phone dial pad when you select the SMS button.

3. If you want to read a particular text message, click on it.

Sync SMS logs to Hubspot

In order to sync SMS logs to Hubspot, you will need to have admin privileges.

1. Make sure you are logged in as an admin on your Zoom account.

2. You can access the App Marketplace by clicking Advanced in the navigation menu.

3. The Zoom Phone for Hubspot app can be accessed by clicking on Manage, then Added Apps on the top right of the screen.

4. In the lower part of the page, scroll down, click Manage, then click Configure.

5. If you would like to enable Auto log SMS, just click on the toggle icon.
   It will automatically be logged for your account every time a SMS is sent or received.

View SMS activities in Hubspot

1. Ensure that you are logged into your Hubspot account.

2. Go to the Contacts section and click on it.

3. When you are on the Activities tab, make sure that the Zoom Phone option is selected in the left-hand filter.
   The ability to view text messages sent and received in Hubspot has now been added.

How to view call logs

HubSpot automatically logs both outbound and inbound calls as soon as they are made. As part of the call log, the following information is categorized by month and is available:

• In the case of HubSpot, the user’s name can be found here:

• Calls made to the contact either inbound or outbound

• I would like to schedule a call at the following date and time:

• Recordings associated with the event

• If you have any voicemails associated with this account

These steps will guide you through the process of viewing your call logs:

1. Create an account with HubSpot by signing in

2. You can select Contacts from the drop down menu under Contacts in the main navigation bar, which will take you to a page that displays Contacts.

3. Using the left panel, choose the contact you wish to work with, and then select the Calls tab in the right panel.

4. (Optional) You can view more details about a particular call log item by clicking on it. The complement information will be displayed as soon as the module expands.

5. It is possible to leave a note as well as assign an outcome to a call log item (optional). If you would like to save your note, please type it in the space provided, then click the Save button to save it. When you choose an outcome, you will be able to select the outcome you wish to assign.

6. Click on the link if the call item has an option to record or leave a voicemail in the message piece. This will redirect you to the page for recording or leaving a message.

How to sign out from the Zoom Phone app from HubSpot

1. Zoom Phone widget can be opened by clicking on it.

2. You can sign out by clicking the Sign out button at the bottom left corner of the dial panel.
   

   Note: The user session information will be cleared after signing out.

The removal of the Zoom and HubSpot integration can be done in the following way:

A Zoom app and a HubSpot app are used in the integration as well as an app from Zoom. It is necessary to uninstall the Zoom and HubSpot apps separately if you wish to stop the integration between the two services. The following steps can be completed only if you are an administrator in Zoom and HubSpot:

Uninstall the Zoom Phone for HubSpot app from HubSpot

If you have been instructed by HubSpot to do so, you can remove Zoom Phone for HubSpot from your device.

Remove the Zoom Phone for HubSpot app from Zoom Marketplace

The following instructions will guide you through the process of removing Zoom Phone for HubSpot from your computer.

FAQs?

All images and contents credit goes to support.zoom.us