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Using Ring Central in Hubspot

Setting up the RingCentral call button in HubSpot, the settings we require, and how to log every call and text you send.

Purpose

Every call you make from HubSpot runs through RingCentral. Get comfortable with this once and it becomes automatic: sign in, keep the call window handy, dial straight from a contact's profile, and log the outcome when you hang up. Here is the full walkthrough so nothing about it stays a mystery.

At a Glance

  • The call button lives at the top of the HubSpot interface, but it only works if your account has a RingCentral number attached to it.
  • No RingCentral number of your own? Use the Cave Creek or Scottsdale shared account instead of skipping the call.
  • Four settings should be turned on in RingCentral: pop-up for incoming calls, auto log calls, auto log texts, and accept call queue status.
  • Calls and texts you send through RingCentral log automatically to the activities section of the contact's record, as long as those settings are on.

Setting Up the Call Button

  1. Sign in to your HubSpot account and find the call button at the top of the interface.
  2. Confirm your account has a RingCentral number attached. If it does not, sign in under the Cave Creek or Scottsdale shared account instead.
  3. Click the call button to open the RingCentral calling window, and sign in to RingCentral if you are prompted to.
  4. Keep the calling window open, even minimized. It pops up on its own when a call comes into your queue, and you can always reopen it from the call icon.
  5. Open settings inside the RingCentral app and turn on all four of these: pop-up for incoming calls, auto log calls, auto log texts, and accept call queue status. These four are what make the rest of this article work without extra manual steps.

Making and Logging Calls

  1. Open the contact's profile in HubSpot and click "Make the Call" to dial straight from their record.
  2. After the call ends, select the call outcome from the options provided, and add any notes or transcript details the call needs.
  3. To send a text, use the RingCentral app itself. The response logs to the activities section on its own, the same as a call.

Get in the habit of logging the outcome every time, right after you hang up. It is a lot harder to reconstruct accurately once you have moved on to the next call.

Troubleshooting and Support

Running into trouble? Start with your RingCentral login: most connectivity issues trace back to being signed into HubSpot but not RingCentral, or the reverse. If you still do not have a RingCentral number of your own, confirm with your manager that the Cave Creek or Scottsdale shared account is available before you rely on it for an outbound call.

A few habits that keep this running smoothly:

  • Leave the RingCentral window minimized rather than closed, so incoming calls still reach you.
  • Check your settings again if calls or texts stop logging; one of the four required toggles may have reset.
  • Get familiar with the call-outcome options ahead of a busy day. Picking the right one on the first try keeps the record clean.

Vendor Reference

  • HubSpot Integration | Connect RingCentral to HubSpot: RingCentral's own page on the generic connector, useful for the install and connect basics. It covers RingCentral's product suites broadly; our required settings checklist and the Cave Creek/Scottsdale fallback above are specific to how we run it and will not be spelled out there.

Who to Ask

If your RingCentral number is not showing up, or the settings above will not save, check with your manager before troubleshooting further on your own. For adding a third person to an active call or setting your own Do Not Disturb status, see How to Add Someone to the Call and How to Turn on Do Not Disturb.