Now In Our HubSpot: Log Microsoft Teams phone calls in HubSpot

What is it?

Webolutions now has the advanced capability to automatically log phone calls to the appropriate HubSpot records, ensuring that all communication activities are accurately tracked without manual intervention. Additionally, we can activate a suite of powerful features such as click-to-call functionality directly from HubSpot, which allows users to initiate calls with a single click, and direct routing to HubSpot contact pages when inbound calls are received in Microsoft Teams. This seamless integration not only streamlines the communication process but also enhances the efficiency and productivity of your team by reducing the need for repetitive tasks and ensuring that all relevant information is readily accessible.

Why does it matter?

In the past, manually logging Microsoft Teams phone call activity on HubSpot contact records was necessary, which often resulted in significant inefficiencies and gaps in the activity timelines. This manual process was not only time-consuming but also prone to human error, leading to incomplete or inaccurate records. Additionally, the inability to initiate Teams phone calls directly from HubSpot or to be automatically routed to HubSpot contact pages upon receiving an inbound call in Microsoft Teams Phone created a cumbersome workflow. This lack of integration meant that team members had to constantly switch between platforms, leading to a lot of back and forth, which further hampered productivity and increased the likelihood of missed or delayed updates.

Your team can now operate more efficiently, with critical activities such as phone calls being automatically recorded in HubSpot. This means that every interaction, whether it's an outbound sales call or an inbound customer support inquiry, is meticulously documented without any manual effort. The automatic logging ensures that all team members have access to up-to-date and accurate records, facilitating better communication and collaboration. By eliminating the need for manual data entry, your team can focus more on strategic tasks and less on administrative duties, ultimately driving higher productivity and better outcomes for your business.

How does it work?

On the Microsoft Teams integration settings page in HubSpot, you will encounter a prompt to update your Teams app. This prompt is crucial as it ensures that your integration is running on the latest version, which includes all the newest features and security updates. Administrators must click "Reconnect" to refresh the app, which will re-establish the connection between Microsoft Teams and HubSpot. During this process, administrators will also need to approve new permissions for call records, allowing the system to automatically log and track all phone call activities seamlessly. This step is essential to enable the full functionality of the integration, ensuring that all communication data is accurately captured and synchronized across both platforms.

In the "Teams Phone" tab, administrators have the ability to configure a variety of options to ensure that phone call activity is meticulously logged. They can choose to record all outbound calls, which are initiated by team members, as well as inbound calls, which are received from clients or customers, using Microsoft Teams Phone. This logging can be directed to the corresponding HubSpot records, including contact pages, company records, and associated deals. By selecting these options, admins can ensure that every phone interaction is captured and documented, providing a comprehensive and accurate history of communication activities within the HubSpot CRM system. This detailed logging helps maintain a seamless flow of information and supports better tracking and analysis of call activities.

Phone call activity will be logged to HubSpot contact pages, the primary associated company record, and all associated deals by default, ensuring that every interaction is meticulously documented across multiple relevant records. This comprehensive logging system guarantees that no piece of communication is overlooked, providing a holistic view of all phone call activities. By capturing these details in various records, team members can easily access and review the entire history of interactions with a contact, company, or deal, thereby enhancing the ability to track progress, follow up on leads, and maintain strong relationships with clients and customers.

Once a call is logged, you will receive a notification in Microsoft Teams with comprehensive details about the call, including the caller's name, the time and date of the call, and the duration of the conversation. This notification is designed to provide you with all the pertinent information at a glance, ensuring that you are immediately aware of the interaction. Moreover, you have the flexibility to edit the call details directly from the notification itself, allowing you to add notes, update information, or make any necessary adjustments without having to navigate away from the Teams interface. This feature streamlines the process of managing call records, making it easier for you to keep your communication logs accurate and up-to-date.

Teams Phone calls will also be logged as call records on HubSpot's Call object with additional information like Call Duration, which indicates how long the conversation lasted, Call Source, which identifies whether the call was inbound or outbound, To Number, which specifies the recipient's phone number, and From Number, which details the caller's phone number. This comprehensive logging ensures that every aspect of the phone interaction is meticulously documented, providing a complete and accurate record that can be used for analysis, reporting, and improving communication strategies.

Note: Calls will only be logged for users mapped between HubSpot and Microsoft Teams. To learn more about user mapping, please see this article.

Please see this article (password: Integrations_177920) to learn more about these features, including detailed descriptions of each functionality, step-by-step guides on how to enable and configure the integration, troubleshooting tips for common issues, and best practices for maximizing the benefits of the integration. This comprehensive resource will provide you with all the information you need to fully leverage the capabilities of the Microsoft Teams and HubSpot integration, ensuring a seamless and efficient communication workflow for your team.