Skip to main content
Connect HubSpot to Brilo in about five minutes with a Service Key from your HubSpot account. Your agent can then look callers up by phone during the call, create and update contacts, and log each call and a note on the contact’s timeline. Writing to HubSpot runs after the call ends, so the caller never waits for it.

​
Before you start

  • A HubSpot user with Super Admin or Developer Tools access, which creating a Service Key needs.
  • A Brilo plan that includes the app store. Logging every call automatically also needs automations after a call. See Plans and what they include.
  • An agent to give the HubSpot actions to, even an unfinished one.
  • In Brilo, this happens in the dashboard under App Store.

​
Steps

1

Create a Service Key in HubSpot

In HubSpot, go to Settings, then Integrations, then Service Keys, and create a key. Some accounts show the same page under Development, then Keys, then Service Keys. Name the key after Brilo so your team knows what uses it.
2

Give the key two scopes

Add crm.objects.contacts.read and crm.objects.contacts.write. These two cover contacts, calls and notes. A key can only get scopes that the person creating it already has.
3

Copy the key

Create the key, then copy its value. Keep the HubSpot tab open until Brilo has tested it.
4

Open HubSpot in the Brilo app store

In the Brilo dashboard, open App Store, choose the HubSpot app marked Native, click Connect, then Continue.
5

Paste the key

Paste the key into Access token. Connection name is optional and helps when you connect more than one HubSpot account. Click Continue.
6

Test the connection, then install

Click Test connection. When the test passes, click Install App.

​
You will know it worked when

  • Test connection passes and Brilo says HubSpot is now linked to your workspace.
  • HubSpot shows as connected in the app store.
  • On a test call as someone who is in HubSpot, your agent uses that contact’s first name.
  • After a test call with the after-call setup on this page, a call and a note appear on the caller’s contact in HubSpot.

​
What your agent can do in HubSpot

Brilo’s HubSpot connection gives your agent seven actions. Add each one from your agent’s Actions tab with Add Actions, then HubSpot. A new HubSpot action runs after the call by default, which its Trigger setting shows as After the call (post-call). See What are actions for how actions work in general. This table lists each HubSpot action, what it does, and the timing it suits best. Looking someone up suits the call itself, because your agent can use what it finds straight away. Writing to HubSpot suits the time after the call, because the caller never waits for it.

​
Know the caller during the call

Your agent can look the caller up in HubSpot while the call is happening, so it greets a known caller by name and skips questions HubSpot already answers. Open Find contact by phone in your agent’s Actions tab and set its Trigger to During and after the call (post-call). That setting keeps the action available to an after-call workflow as well; choose During the call if you only want the lookup. Then say when to use it in your agent’s Prompt tab, for example:

​
Log every call in HubSpot automatically

HubSpot gets a record of every call when an automation after the call runs three HubSpot actions in order: find the caller, log the call, add a note. Add Find contact by phone, Log call and Create note to your agent first. An after-call workflow only offers actions whose Trigger includes after the call, so leave Log call and Create note on After the call (post-call), and give Find contact by phone After the call (post-call) or During and after the call (post-call). Then open your agent’s Post Call Workflows tab and create a workflow. Tick the three actions under Allowed actions, paste these instructions, turn on Run on real calls, and save.
The call and the note carry the time the workflow ran, a few seconds after the caller hangs up. See Automate what happens after a call for workflows in general.

​
What is not supported

  • Deals, companies, tickets and custom objects. The HubSpot actions cover contacts, calls and notes.
  • Signing in with your HubSpot account. Brilo connects with a Service Key or a private app token, not a HubSpot sign in screen.
  • Sending call recordings to HubSpot. The call is logged with a summary, without the audio.
  • Choosing a HubSpot owner for a contact, a call or a note.
  • Reading HubSpot’s own call history or reports.
If you need one of these, or another HubSpot action, email support@brilo.ai with what you are trying to do. What customers ask for is how the list grows.

​
What else you can do here

​
If it did not work

The test says HubSpot did not accept this token. The key was copied only in part, or it was rotated or deleted in HubSpot. Copy the whole key again from Service Keys and paste it with no spaces around it. The test says the token works, but cannot reach your contacts. The key is missing a scope. Add crm.objects.contacts.read and crm.objects.contacts.write to the key in HubSpot, then test again. Your agent did not find a caller who is in HubSpot. Find contact by phone matches most reliably when HubSpot stores the number with its country code. A contact created in the last few seconds can also be missing from HubSpot’s search for a moment. Your agent does not use the caller’s name during the call. Check that the Trigger on Find contact by phone includes during the call, and that your Prompt tells your agent to look the caller up at the start. Nothing appeared on the contact after a call. Check that Run on real calls is on, then open the workflow’s Run History. When no contact matches the caller, the workflow stops without writing anything. Anything else: An action did not run.

​
FAQ

Yes. Connect HubSpot from the app store with a Service Key, and your agent can find callers by phone, create and update contacts, and log calls and notes on a contact’s timeline. HubSpot contacts, calls and notes are covered today. Deals, companies and tickets are not.
Yes, with an automation after the call. A workflow that runs Find contact by phone, Log call and Create note finds each caller in HubSpot and writes a call and a note to that contact’s timeline. Automations after a call need a plan that includes them. See Plans and what they include.
Yes. Set Find contact by phone to run during the call and tell your agent to look the caller up at the start. When HubSpot has the number, your agent knows the contact’s name, company and job title before it asks anything, and greets the caller by first name.
HubSpot caps how often one account can call it, and the Brilo connection test hit that cap. Nothing is wrong with the HubSpot key. Wait a minute and click Test connection again. If the message keeps coming back, another tool on the same HubSpot account may be using most of the allowance.
Use a Service Key. HubSpot is replacing private apps with Service Keys, and new HubSpot accounts can no longer create private apps. Brilo accepts either one in the same Access token field, so an existing private app token keeps working until you replace it with a Service Key.
Not when your agent looks the caller up first. Find contact by phone checks HubSpot before anything is written, and a workflow that stops when nobody matches never adds a contact. Create contact always makes a new HubSpot record, so tell your agent to use it only when the lookup finds nobody.
The HubSpot actions stop working as soon as the old key is rotated or deleted. Create a new Service Key with the same two scopes. Then, on the HubSpot page in the Brilo app store, click Connected, confirm Remove Connection with Yes, and connect again with the new key.
No. Creating a Service Key is a settings page in HubSpot, and connecting it is a paste in the Brilo app store. The person creating the key needs Super Admin or Developer Tools access in HubSpot, because a key can only get scopes its creator already has.
Brilo builds one HubSpot app, marked Native, and the other comes from a connector library Brilo also offers. Use the HubSpot app marked Native: it connects with a Service Key, finds callers by phone and logs calls. Your agent needs only one HubSpot connection.