1. What Dialer Sync Does

Dialer Sync connects Dialer and HubSpot so calls are logged automatically in HubSpot and HubSpot workflows can control who should or should not be called.

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

2. What You Need Before Starting

Before setup, make sure you have:

• Admin access to Dialer
• Super Admin access to HubSpot
• Permission to generate API tokens in Dialer

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

3. First Login

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

Until Dialer and HubSpot are connected, most settings will be unavailable.

4. Connect Dialer

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

What happens automatically:

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

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

5. Connect HubSpot (OAuth)

• 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.

6. Confirm Your First Call

After both systems are connected:

• Place a call in Dialer
• 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.

7. Agent Mapping

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

Because Dialer and HubSpot manage users separately, Dialer Sync needs to know which Dialer agent belongs to which HubSpot user. Agent mapping solves this automatically.

How Agent Mapping Works

When a call is made or received in Dialer, 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 in HubSpot 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

In most cases, no action is required.

You may need to review agent mapping if:

• A new agent has been added to Dialer
• 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 (Disposition) Mapping

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

If a Dialer 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

Sending contacts to Dialer allows HubSpot to control who should be called.

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

Removing Contacts from Dialer

Removing contacts from Dialer ensures people are not called when they should no longer be contacted.

HubSpot workflows can remove contacts from specific Dialer lists or from all Dialer lists. This is commonly used when a lead is disqualified, a meeting is booked, or a deal is closed. Contacts are removed only when a workflow action is explicitly configured and executed.

Debug Mode

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

Activity Log

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

Data & Privacy

Dialer Sync processes only call-related metadata and workflow-initiated actions. No call recordings are accessed or stored.

Data is scoped to your organization and is not shared with third parties.

GDPR Data Deletion (Optional)

Dialer Sync includes an option to permanently delete personal data in accordance with GDPR Article 17 (Right to Erasure).

This option can be used when a contact requests the removal of their personal data. 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