HubSpot

Before you start

• Any HubSpot account works, including HubSpot's free CRM. The integration is included on every Epocra plan.
• You need permission to install apps in HubSpot. That means a super admin, or a user with App Marketplace access. If you do not have it, ask whoever runs your HubSpot.
• Connect once. Once HubSpot is connected, it works for calls you make and take on every device.

Connecting HubSpot

1. Open the HubSpot card Go to Settings › Integrations › CRM and press the Connect HubSpot button on the HubSpot card.
2. Approve it in HubSpot HubSpot opens its own screen. Pick the HubSpot account to connect and approve the access Epocra asks for: reading and updating contacts, reading companies, and reading your HubSpot users so calls are logged under the right owner. You never type your HubSpot password into Epocra.
3. Come back to Epocra You land back on Settings with HubSpot connected, ready to review your contacts.

Bringing your HubSpot contacts in

Nothing changes in Epocra until you have looked first. Press Review and import and Epocra reads your HubSpot contacts and shows you three numbers: contacts that are new to Epocra, contacts that will be updated, and contacts that are different in HubSpot.

For the ones that differ, you decide. Tick a contact to take HubSpot's details; leave it unticked to keep what Epocra already has. An unticked contact stays exactly as it is, and later changes in HubSpot will not touch it either.

What comes across for each contact is the name, company, phone and mobile numbers and email. The labels you have put on numbers in Epocra are never overwritten.

After the first import, Epocra keeps up by itself. Add, edit, merge or delete a contact in HubSpot and the change reaches Epocra within moments, and every device repaints the name on your calls. If you want to compare again later, press Check HubSpot again.

Logging calls to HubSpot

Call logging is off until you switch it on, and every part of it is your choice. Open Call logging › Change on the HubSpot card and turn on Log calls to HubSpot. Then pick:

• Which calls: answered calls, missed calls, voicemails, or any mix.
• What goes on each HubSpot call record: the AI summary, action items, the full transcript, a recording link, and the call's sentiment. Each one is its own switch. With all of them off, HubSpot still gets the call itself: when, which direction, how long, and the numbers.
• Create HubSpot tasks from action items. When you complete an action item in Epocra, its HubSpot task is completed too.
• Create a HubSpot contact for a number you have named in Epocra that is not in HubSpot yet.
• Also log my past calls, which sends your earlier calls as well as new ones.
• When I delete a call in Epocra: delete it in HubSpot too, or keep it in HubSpot.

Each call is logged on the HubSpot contact with the same phone number, a minute or two after Epocra finishes its summary. If you later rename a speaker or the summary is redone, the same HubSpot call is updated rather than logged twice.

A call from a number that is neither in HubSpot nor named in Epocra is held back. Name the number in Epocra and its calls are logged then, so one-off and spam calls never clutter your CRM.

What never goes to HubSpot

• Private calls. Nothing about them is sent: no call record, no tasks, no recording link. That covers calls you mark Private and every call with a contact or contact type you have made private. If a call becomes private after it was logged, Epocra removes it from HubSpot together with its tasks, whatever your delete setting says. See Calls marked Private.
• Meetings and voice notes. Only phone calls and voicemails are logged.
• Unnamed numbers that HubSpot does not already know.

The full detail of what is exchanged and stored is in our Privacy Policy.

Disconnecting

Press Disconnect HubSpot on the card. Syncing stops at once in both directions, Epocra deletes its access to your HubSpot, and every recording link it ever put in HubSpot stops working.

What is already in each place stays there. Contacts you imported remain in Epocra, and calls already logged remain in HubSpot until you delete them there. You can connect again whenever you like.

Deleting your Epocra account disconnects HubSpot in the same way. See Closing your account.

When something looks wrong

The card says to reconnect. HubSpot stopped accepting Epocra's access, usually because the app was removed in HubSpot. Press Reconnect HubSpot and approve it again; nothing is lost.

A call is not in HubSpot. Check that call logging is on and covers that kind of call, that the call is not private, and that the number is in HubSpot or named in Epocra. A call appears only once its summary is ready.

A name in Epocra did not change after I edited HubSpot. If you left that contact unticked during the review, Epocra keeps its own details on purpose. Press Check HubSpot again and tick it to switch it over.