Shared HubSpot Calling Setup
HubSpot Calling is used as the single, centralised platform for project-related calls. Its purpose is to ensure consistent communication, visibility across teams, and a reliable record of client interactions linked to each project. This supports collaboration, accountability, and informed decision-making across the lifecycle of a deal.
Steps to Follow
Outbound Calling: PCs, AMs, and Designers make outbound calls to clients using the shared HubSpot Calling account. All outbound calls must be logged in HubSpot and associated with the relevant deal, contact, and company record.
Inbound Calling: A designated team member (reception) monitors the shared HubSpot Calling account for inbound calls. The assigned team member notifies the relevant owner that their client has called. The owner then returns the call so it is properly recorded within HubSpot.
Missed Calls and Voicemail Handling: Missed calls are directed to voicemail. Voicemail recordings are automatically shared with the relevant Deal, Company, or Contact Owner via internal email notification.
Notes
Designers only use HubSpot Calling when a project is officially assigned to them.
Outbound calls must always be logged to maintain a complete communication trail.
Inbound calls are monitored centrally to ensure no client communication is missed.
The shared Sales Seat setup has not yet been approved due to cost.