Introducing HubSpot integration for HeyRik voice agentsvoice agents

What the HubSpot integration adds to a call

For example, a caller enquiring about your service can confirm their email and name. If you have enabled contact creation, the agent can capture that lead in HubSpot for your team to follow up. Finding an email match does not verify a caller's identity; your agent should not disclose sensitive information on that basis.

• Contact lookup by email: the agent uses a caller-confirmed email address to find an existing HubSpot contact.
• New contact creation: when separately enabled, the agent can save a confirmed email with optional first name, last name, company and phone number.
• Per-assistant control: connect the assistants that need CRM access, leaving other agents unchanged.
• Read-only operation: leave contact creation disabled if your agent only needs to look up contacts.

Connect HubSpot to your assistant

1. 1Open Connected apps in HeyRik, select the assistant, and open HubSpot.
2. 2Enter a HubSpot private-app token with contact read access. Keep the token private; never put it in an agent prompt or share it with callers.
3. 3Enable contact lookup. If you also want to capture new leads, grant contact write access in HubSpot and separately enable contact creation in HeyRik.
4. 4Save the connection and use the read-access test. Then make a test call using a contact you control before using it with customers.
5. 5Tell your assistant when to look up a contact, which details to confirm, and how to offer a human follow-up if the CRM action cannot be completed.

Confirm details before creating a lead

Spoken email addresses are easy to mishear. Ask the caller to confirm the address and the details to be saved before creating a contact. An example flow is: collect the email, read it back, look for an existing contact, and request confirmation before creating a new one when needed.

Existing contacts are not overwritten by this integration. If HubSpot reports that the contact already exists, the agent should use the lookup flow rather than keep trying to create it. If a write has an uncertain result, check for the contact or hand off to your team instead of promising that it was saved or repeatedly retrying.

What is not included in this release

The integration uses a private-app token rather than a one-click OAuth connection. Stored tokens are encrypted and masked in the interface. Disconnecting removes the stored access for that assistant.

• No phone-number search: contact lookup uses an exact email address.
• No deal, ticket or pipeline management, and no updates to existing contacts.
• No automatic uploads of call recordings, transcripts or post-call notes to HubSpot.
• No full CRM sync or automatic access for all assistants.

Start with one focused workflow

Start with one assistant and a small test: confirm a known email, look up its contact, and check that the agent handles a missing contact clearly. If you need lead capture, enable creation and verify a confirmed test contact in HubSpot. Review the call alongside the CRM record before expanding the workflow. This keeps the rollout easy to check and gives your team a clear boundary between what the agent can do and what still needs a person. Open Connected apps to configure your assistant's HubSpot connection.

A little more before you begin.