HubSpot: calls and emails logged, leads and tasks

How does Green Weka log calls, emails and tasks to HubSpot, and what happens with leads and deals?

What it does

Green Weka connects to HubSpot so your calls, emails, and meetings are logged automatically. Every captured call and email is filed to the right contact in HubSpot. If a new customer calls or emails about work, Green Weka creates a new Contact and a Deal for them in HubSpot. Follow-ups and reminders from your calls and emails become HubSpot Tasks, and you can export action items and dictations as tasks too.

Key mapping:

• A job or opportunity is a Deal in HubSpot.
• A person is a Contact.
• Their business is a Company.

When you talk about jobs, think "Deals". When you want to look up a customer, that's a "Contact". If you need to track the business they work for, that's a "Company".

How to set it up and use it

1. Connect HubSpot

• Go to your Green Weka dashboard.
• Find the Active Connections card and tap + Add.
• Choose HubSpot and follow the sign-in steps.

2. What happens automatically

• Every captured call and email is logged as a note or call on the right Contact in HubSpot.
• If a new customer calls or emails about new work, Green Weka creates a Contact and a Deal for them in HubSpot.
• Action items (follow-ups, reminders) from calls, emails, conversations and video meetings become Tasks in HubSpot, assigned to you by default. You can pick another owner and set a due date when exporting.
• Dictations can be exported as HubSpot tasks or notes.
• Marking a task Done in Green Weka also completes it in HubSpot, and vice versa. Mark Pending syncs both ways.
• A conversation or video meeting recap can be sent as a note on a HubSpot contact, and you can attach it to a Deal if you want.
• After exporting a task, a "HubSpot ✓" chip appears. Tap it to open the task in the HubSpot app on your phone, or see a preview on desktop.

3. How to use it day to day

• Keep working as usual: Green Weka keeps your HubSpot records up to date in the background.
• When you export action items or dictations, you can choose who to assign them to and set a due date.
• You can send a recap of an in-person conversation or video meeting to HubSpot as a note, so nothing gets lost.
• Deals are created for new work requests, and all captured calls and emails are logged to the right place.

Tips

• Remember, in HubSpot, jobs are called Deals.
• Only genuine customer calls or emails create new contacts and deals. Personal or spam calls are ignored.
• Use clear titles when exporting dictations or recaps to help match them to the right contact or deal.
• Marking a task Done in either Green Weka or HubSpot will complete it in both places.
• The HubSpot ✓ chip opens the HubSpot app on your phone, or a preview on desktop.
• Green Weka is listed on the HubSpot App Marketplace, so you know it's approved.

Limitations

• The assistant can't look up HubSpot data for you yet.
• Jobs are called Deals in HubSpot, not jobs.
• Only real customer calls or emails create new contacts; personal or spam calls are skipped.
• Supplier emails and personal calls won’t appear in HubSpot.
• Some tasks may not have a due date if one isn’t found.