Dialer Sync connects Dialer.io with your CRM so calls are logged automatically and CRM workflows can control who should or should not be called.

Start with the Dialer Sync section to connect your account and Dialer.io. Then follow the guide for the CRM you use.

Dialer Sync connects Dialer.io with HubSpot, HighLevel, or Close so every call, agent, and disposition lands in your CRM automatically.

You do not install Dialer Sync inside your CRM. Each CRM is connected securely from within Dialer Sync via OAuth or marketplace authorization.

Before setup, make sure you have:

• A Dialer Sync account
• Admin access to Dialer.io
• Permission to generate API tokens in Dialer.io
• Admin access to the CRM you want to connect

If you do not have these permissions, setup will not complete successfully.

• Open your Dialer Sync invite email
• Set your password (minimum 8 characters with letters, numbers, and symbols)
• Log in to Dialer Sync

Until Dialer.io and your CRM are connected, most settings will be unavailable.

• Go to Dashboard -> Connect Dialer.io
• Generate an API token in Dialer.io under Settings -> Integrations -> API Tokens
• Paste the API token into Dialer Sync and click Connect

What happens automatically:

• A webhook is created in Dialer.io
• Call events are subscribed
• No manual webhook setup is required

If Dialer.io does not connect, regenerate the API token and try again.

The Activity Log displays the events that occur during each call's processing. Use it to confirm successful calls or understand why something failed. It is the first place to check when troubleshooting.

Debug Mode allows Dialer Sync to process calls without writing data to your CRM. This is useful when testing a setup or validating behavior. Calls are still processed, but nothing is logged in the CRM until Debug Mode is turned off.

Dialer Sync processes only call-related metadata and workflow-initiated actions. Data is scoped to your organization and is not shared with third parties.

Dialer Sync includes an option to permanently delete personal data in accordance with GDPR Article 17 (Right to Erasure). Deletion is performed at the organization level and does not affect other customers.

What this does:

• Permanently deletes detailed call logs related to the specified contact
• Redacts personal identifiers (such as email or phone number) from activity history
• Creates an internal audit trail confirming the deletion request

What to know:

• This action is irreversible
• Only authorized users should perform deletions
• Dialer Sync will process deletion requests in accordance with GDPR requirements

HubSpot is connected securely via OAuth from within Dialer Sync. You do not install Dialer Sync inside HubSpot.

• Go to Dashboard -> Connect HubSpot
• Click Connect
• Select your HubSpot account
• Approve access

Once connected, Dialer Sync can log calls and enable HubSpot workflow actions.

After both Dialer.io and HubSpot are connected:

• Place a call in Dialer.io
• Open the related contact in HubSpot
• Confirm the call appears in the activity timeline

If the call does not appear, check the Activity Log in Dialer Sync.

Agent mapping connects your Dialer.io agents to HubSpot users so calls appear under the correct owner in HubSpot.

Because Dialer.io and HubSpot manage users separately, Dialer Sync needs to know which Dialer agent belongs to which HubSpot user.

How agent mapping works

When a call is made or received in Dialer.io, Dialer Sync checks which agent handled the call and looks for a matching HubSpot user. If the agent has already been mapped, the call is logged under the correct owner.

If the agent is new, Dialer Sync will try to match the agent automatically. Once the agent exists in HubSpot, future calls will be assigned correctly.

When you need to take action

• A new agent has been added to Dialer.io
• A call appears in HubSpot without an owner
• An agent does not exist yet in HubSpot

To fix this, create the user in HubSpot and refresh mappings in Dialer Sync.

Important things to know

• Calls will still be logged even if an agent is not mapped
• Agent mapping only affects call ownership, not call logging
• Dialer Sync does not create HubSpot users automatically
• Agent mapping does not change user permissions

Call outcome mapping ensures the result of a call in Dialer.io matches the result shown in HubSpot.

If a Dialer.io outcome matches a HubSpot outcome by name, it is mapped automatically. If it does not exist in HubSpot, the call is still logged, but the outcome must be created in HubSpot to appear correctly.

After creating a missing outcome in HubSpot, refresh mappings in Dialer Sync.

Sending contacts to Dialer.io

Using HubSpot workflows, you can send contacts into Dialer.io lists based on CRM logic such as lifecycle stage, form submission, or list membership. Contacts are sent only when you explicitly configure and run a workflow.

Removing contacts from Dialer.io

HubSpot workflows can remove contacts from specific Dialer.io lists or from all Dialer.io lists. This is commonly used when a lead is disqualified, a meeting is booked, or a deal is closed.

Dialer Sync connects Dialer.io with HighLevel / LeadConnector to automatically log call activity, attribute calls to users, and enable workflow automation based on call outcomes.

Installation takes approximately 3–5 minutes.

• Open the App Marketplace
• Search for DialerSync
• Click Install
• Select the account where you want to install the app
• Review requested permissions
• Click Authorize

On the Complete Your Setup screen:

• Click Log in to continue if you already have an account, or
• Click Create an account if you do not yet have one

After authentication, you will be redirected back to Dialer Sync. This establishes the secure API connection.

• Log in to Dialer.io
• Generate a new API token
• Copy the API token
• Paste the token into the Dialer Sync connection field
• Click Connect

Once validated, setup continues automatically.

During onboarding, Dialer Sync will:

• Create a custom object called Calls
• Create an association between Calls and Contacts
• Sync users for agent attribution

No manual configuration is required.

Navigate to the Agent Mapping section. Confirm each Dialer.io agent is mapped to the correct HighLevel user. Save changes if adjustments are required.

Agent mapping connects your Dialer.io agents to HighLevel users so calls appear under the correct owner. Dialer Sync does not create HighLevel users automatically.

When you need to take action

• A new agent has been added to Dialer.io
• A call appears in HighLevel without an owner
• An agent does not exist yet in HighLevel

• Make a test call using Dialer.io
• Open the associated contact record in HighLevel
• Confirm a Calls record was created and linked to the contact
• Confirm the correct user is attributed
• Confirm the call outcome is recorded

Call records should appear in near real time.

If a Dialer.io outcome matches a HighLevel outcome by name, it is mapped automatically. If it does not exist in HighLevel, the call is still logged, but the outcome must be created in HighLevel to appear correctly.

After creating a missing outcome in HighLevel, refresh mappings in Dialer Sync.

You can build HighLevel automations that:

• Add contacts to Dialer.io lists
• Remove contacts from a single Dialer.io list or all lists

Monitor activity logs

• Open the Activity Log inside Dialer Sync
• Review webhook events and sync attempts
• Check error messages if a sync fails

Debug mode

Debug Mode processes calls without writing data to HighLevel. Useful for testing before going live.

Uninstall

If the app is uninstalled from HighLevel:

• API access is revoked
• Synchronization stops immediately
• No further data will be written
• Previously logged call records remain unless manually deleted

The Close integration allows Dialer Sync to sync lead activity, dialer actions, cadence enrollment, and call activity between Close and Dialer.io.

The integration supports:

• Adding leads to Dialer.io lists
• Removing leads from Dialer.io lists
• Adding leads to cadences
• Syncing call activity, dispositions, and recordings
• Workflow-based automation from Close

For Close specifically, you will also need:

• Admin access in Close CRM
• Existing Dialer.io lists and cadences ready for use

• Navigate to the Close CRM integration page in Dialer Sync
• Click Connect
• Log into your Close account
• Approve the OAuth connection
• Return to Dialer Sync

Once complete, the Close CRM integration will show as connected.

After connecting, Dialer Sync automatically creates custom lead fields inside Close CRM.

• DialerAction
• AddToCadence
• AddToDialerNone
• RemoveFromDialerSingleList
• DialerLastUpdatedDate
• DialerListIDText
• CadenceURLText

Dialer Sync registers a webhook inside Close that listens for changes to the DialerAction field. When the field changes, Dialer Sync performs the requested action in Dialer.io.

• Add lead to Dialer.io
• Remove lead from Dialer.io
• Add lead to cadence
• Remove lead from all lists

Before workflows can trigger dialer actions, field mappings must be configured in Dialer Sync Configuration.

Map Close CRM fields to Dialer.io fields. Examples include:

Once complete, click Save Mappings and repeat for additional actions if needed.

Dialer actions are triggered through Close workflows by updating custom fields.

Add lead to Dialer.io

• Update DialerListIDText to the target dialer list ID
• Update DialerAction to AddToDialer

Remove lead from a single list

• Update DialerAction to RemoveFromSingleList

Add lead to cadence

• Update CadenceURLText to the cadence webhook URL
• Update DialerAction to AddToCadence

Remove lead from all lists

• Update DialerAction to RemoveFromAllLists

Dialer Sync syncs call activity back into Close CRM, including calls, notes, dispositions, and call recordings.

When recordings become available:

• Dialer Sync receives the recording webhook
• The recording is attached to the Close activity
• Users can play recordings directly inside Close

After actions complete, Dialer Sync automatically updates fields such as InDialer, DialerAction, and DialerLastUpdatedDate. The DialerAction field resets to None after execution.

Best practices

• Always update supporting fields before DialerAction
• Keep dialer list IDs organized
• Use separate workflows for separate dialer actions
• Test every workflow before production rollout
• Avoid conflicting automation acting on the same lead simultaneously

Lead not added to Dialer.io

• Validate phone number format
• Confirm list ID exists
• Review field mappings
• Make sure DialerAction is updated last

Lead not added to cadence

• Confirm CadenceURLText is populated first
• Validate cadence webhook URL
• Confirm workflow updates DialerAction after setting cadence fields

Call recording missing

• Wait for recording webhook processing
• Recheck the Close activity after several moments
• Confirm Dialer.io finished generating the recording