With the HubSpot integration, you can configure automation rules to automatically close HubSpot tasks based on specific call outcomes. This helps streamline your workflow by ensuring completed or outdated tasks are closed without manual action.
NOTE:
The Aircall–HubSpot integration does not create new tasks. It can only close existing ones.Enabling the task closing automation
You can enable and configure task closing rules directly from your Aircall Dashboard.
Steps:
- Go to Aircall Dashboard > Integrations & API.
- Select HubSpot and go to the Settings tab.
- Scroll to the Task Closing Automation section.
- Select the call outcomes that should trigger the task to close.
- Choose the criteria that determine which task to close.
- Save your settings.
The automation rule will only run when at least one outcome and one criteria option are selected. When a call ends and the selected outcome is applied, the rule will automatically trigger.
Call outcomes and criteria options
You can configure which will close tasks and how Aircall will choose which tasks to close.
Call outcomes
- None (default)
- Connected
- Busy
- No answer
- Wrong number
- Left voicemail
You can select multiple outcomes.
Criteria types
- None (default)
- Due today
- Due today and created by a sequence
- Oldest due date
- Oldest due date created by a sequence
IMPORTANT:
If "None" is selected for either **Call Outcomes** or **Criteria**, no tasks will be closed.How Aircall applies criteria
When a selected call outcome matches the configuration in your integration settings, Aircall searches for HubSpot tasks that meet the following conditions:
- Task type is Call.
- Task is associated with the HubSpot contact involved in the call.
- Task status is not Closed.
Once these tasks are identified, Aircall applies the chosen criteria in the rule settings to determine which one to close:
| Criteria | Task selection rule |
|---|---|
| None | No action is taken; no task is closed. |
| Due today | Closes the task with a due date set for today. If multiple tasks meet this condition, Aircall closes the most recently updated one assigned to the user who handled the call. |
| Due today and created by a sequence | Closes the task created by a sequence that is due today. If multiple tasks qualify, Aircall closes the most recently updated one assigned to the user who handled the call. |
| Oldest due date | Closes the task with the oldest due date prior to the current date. |
| Oldest due date created by a sequence | Closes the task created by a sequence that has the oldest due date prior to the current date. |
NOTE:
Because task due dates depend on the user’s local time, different users may see different tasks marked as “due today.” Aircall uses the UTC time zone to evaluate “due today” tasks.Viewing closed tasks in HubSpot
When a task is closed through this automation, it will automatically appear linked in the call engagement log on the corresponding HubSpot contact page.