HubSpot App: Installation & Setup Guide

Follow this article to integrate the SalesAi HubSpot App with SalesAi to enroll and unenroll contacts from HubSpot.

Sections

• Installation and Authentication

• How to use the SalesAi App's "Enroll Contact into SalesAi Workflow" Custom Workflow Action

• How to use the SalesAi App's "Unenroll Contact from SalesAi Workflows" Custom Workflow Action

• Viewing Call Activity in HubSpot

• Common Issues & Troubleshooting

This guide provides a comprehensive walkthrough for installing, configuring, and utilizing the SalesAi application within your HubSpot environment. 

1. Installation and Authentication

Follow these steps to install the SalesAi app and connect it to your HubSpot account.

Step 1: Locate the SalesAi App in the HubSpot Marketplace

1. Navigate to the HubSpot App Marketplace.
2. Search for "SalesAi".
3. Click on the SalesAi app listing to view the details.
   
   
   

Step 2: Initiate the Installation

1. On the SalesAi app listing page, click the "Install app" button.
   
2. You will be prompted to choose the HubSpot account you wish to connect with. Select the appropriate account and continue to the next screen.
   

Step 3: Grant Permissions (OAuth Consent)

1. After selecting your account, you will be presented with an OAuth (authorization) screen. This screen details the permissions the SalesAi app requires to function correctly.
2. Review the requested scopes, which allow SalesAi to read and write contact data, access workflow information, and integrate with your calling features.
   • Required OAuth Scopes:
     • Manage and View Your CRM Data
       • View details about contact lists
         • Scope: crm.lists.read
       • View properties and other details about contacts
         • Scope: crm.objects.contacts.read
       • Create, delete, or make changes to contacts
         • Scope: crm.objects.contacts.write
       • View details about users assigned to a CRM record
         • Scope: crm.objects.owners.read
     • Workflows
       • This includes workflows
         • Scope: automation
     • Basic HubSpot account information
       • This includes the account's primary domain and email addresses of HubSpot users interacting with features of this app, including app cards
         • Scope: oauth
     • Create timeline events
       • Grants access to manage custom activities on HubSpot CRM records. 
       • This includes creating or updating records.
         • Scope: timeline
3. Click "Connect app" to grant these permissions and continue to the next step of the installation process.
   

Step 4: SalesAi Account Login & HubSpot Connection

1. Once you accept the required OAuth scopes, you will be redirected to the SalesAi platform.
   
2. As previously mentioned, you must have an active SalesAi account to successfully complete the installation process:
   • If you have an active SalesAi account and are already logged into the SalesAi platform in your current browser window:
     • You will be automatically redirected back to the SalesAi app’s listing page in the HubSpot App Marketplace, confirming the successful connection to your HubSpot account.

1. • If you have an active SalesAi account but are not currently logged in to the SalesAi platform:
     • Login to your SalesAi account at the presented screen and then automatically redirected back to the SalesAi app’s listing page in the HubSpot App Marketplace, confirming the successful connection to your HubSpot account
       
   • If you do not have an active SalesAi account:
     • Please visit the following link to book a demo with our sales team and click the “Get Started” button to begin your SalesAi journey!
       • SalesAi.com - Book Demo

2. How to use the SalesAi App's "Enroll Contact into SalesAi Workflow" Custom Workflow Action

To utilize the “Enroll Contact into SalesAi Workflow” Custom Workflow Action, you must have at least one active SalesAi Workflow belonging to your SalesAi Team. To create a SalesAi Workflow, please refer to the steps described in this link.

1. In your HubSpot account that you installed the SalesAi App in, open a new (and/or existing) Contact-based HubSpot Workflow
   
2. Add the "Enroll Contact into SalesAi Workflow" Custom Workflow Action and you will be presented with a <select> DropDown
   
3. Select the active SalesAi Workflow you wish to enroll the HubSpot Contact into. Click Save.
   
4. Finish building your HubSpot Workflow and then when ready, publish the Workflow with your Event, List, or Manual Contact Enrollment Selection choices implemented
   

3. How to use the SalesAi App's "Unenroll Contact from SalesAi Workflows" Custom Workflow Action

To utilize the “Enroll Contact into SalesAi Workflow” Custom Workflow Action, you must have at least one active SalesAi Workflow belonging to your SalesAi Team. To create a SalesAi Workflow, please refer to the steps described in this link.

1. In your HubSpot account that you installed the SalesAi App in, open a new (and/or existing) Contact-based HubSpot Workflow
2. Add the "Unenroll Contact from SalesAi Workflow" Custom Workflow Action
   
3. This Custom Workflow Action will "unenroll" a Contact from all active SalesAi Workflows that the Contact is currently enrolled in and does not require any configuration
   
4. Finish building your HubSpot Workflow and then when ready, publish the Workflow with your Event, List, or Manual Contact Enrollment Selection choices implemented
   

4. Viewing Call Activity in HubSpot

One of the key benefits of the integration is the ability to see all AI-driven activities directly on the contact's timeline.

1. Navigate to any contact who has been enrolled into a SalesAi workflow.
2. Open the contact's record.
3. On the activity timeline, you will see a new event logged in the Contact’s timeline.
4. If you then click on “Calls”, you will also see a “Call” object has been logged as well
5. Expand this activity to view detailed information, including:

• Call outcome (e.g., "Voicemail Left", "Transferred", "Do Not Call").
• A link to the full call recording and transcript within the SalesAi platform.
• The disposition and any notes generated by the AI agent.
  

This seamless integration ensures your sales and support teams have a complete, 360-degree view of all interactions generated from a SalesAi Workflow

5. Common Issues & Troubleshooting

Here are some potential issues you might encounter and how to resolve them.

• Issue: The "SalesAi AiVoice Call" action is not visible in my workflow.

• Cause: The app installation may not have completed successfully, or the necessary permissions were not granted.
• Solution: Navigate to your HubSpot account's "Connected Apps" section (under Settings). Verify that SalesAi is listed. If it is, try disconnecting and reconnecting the app. If it is not listed, go back to the HubSpot Marketplace and repeat the installation process, ensuring you click "Connect app" on the final permissions screen.

• Issue: Calls are not being made even though contacts are enrolling in the workflow.

• Cause 1: The contact record is missing a valid phone number.
• Solution 1: Check the contact records to ensure the phone number field is populated correctly. Manually test the workflow with a contact that has a known, valid phone number.
• Cause 2: The contact record is missing a valid email.
• Solution 2: Check the contact records to ensure the email field is populated correctly. Manually test the workflow with a contact that has a known, valid email address.
• Cause 3: The contact record is missing a valid first name.
• Solution 3: Check the contact records to ensure the first name field is populated correctly. Manually test the workflow with a contact that has a non-null value for first name.
• Cause 4: The contact record is missing a valid last name.
• Solution 4: Check the contact records to ensure the last name field is populated correctly. Manually test the workflow with a contact that has a non-null value for last name.
• Cause 5: There might be an issue with your SalesAi account configuration (e.g., insufficient credits, misconfigured voice agent).
• Solution 5: Log in to your SalesAi platform dashboard. Check for any error notifications or alerts. Verify that your selected Voice Agent and Caller ID are active and correctly set up.

• Issue: Call activity is not being logged on the HubSpot contact timeline.

• Cause: This usually points to a permission or synchronization issue. There could be a temporary sync delay, if this persists longer than 2 hours please contact our support.

Solution: The most effective solution is to disconnect and reconnect the application. This re-initiates the OAuth process, and will ensure the installation is configured as expected. Go to "Connected Apps," find SalesAi, and choose to uninstall or disconnect. Then, reinstall the app from the Marketplace.