Calling Through HubSpot: Step-by-Step Setup

The ability to make a call directly from your CRM is more than a convenience; it’s a critical workflow that saves time, centralizes data, and empowers your team to have more meaningful conversations. HubSpot calling, a leader in the CRM space, offers a built-in calling feature designed to do just that.

However, setting up calling in HubSpot involves more than just clicking a button. There are two distinct paths you can take: the basic, native setup offered by HubSpot, and the advanced, feature-rich setup powered by a third-party integration like FreJun. 

The right choice depends on your team’s needs, your geographical location, and your demand for advanced features like AI-powered insights and compliance tools.

This guide provides a comprehensive, step-by-step walkthrough for both methods. We’ll start with the basics of setting up HubSpot’s native dialer and then show you why integrating a powerful platform like FreJun is the essential next step for any serious, data-driven team.

Why Integrated Calling in HubSpot is a Lifesaver

Before diving into the setup, it’s important to understand why calling from within your CRM is so powerful. When your phone system is disconnected from your customer data, your team is flying blind. They waste time switching between apps, manually logging call details, and losing valuable context.

An integrated calling system solves these problems by:

• Boosting Productivity: Initiate calls with a single click from any contact record.
• Centralizing Data: Automatically log every call, note, and outcome in the contact’s timeline.
• Providing Context: See a contact’s full history and previous interactions the moment a call begins.
• Enabling Better Follow-ups: Easily schedule tasks and track deal progress based on call conversations.

Now, let’s get you set up.

Part 1: Setting Up HubSpot’s Native Calling Feature (The Basics)

HubSpot makes it incredibly simple to get started with its built-in calling tool. This setup is ideal for individuals or small teams who need fundamental calling capabilities.

Step 1: Navigate to Your Calling Settings

First, you need to access the right area in your HubSpot portal.

1. Log in to your HubSpot account.
2. In the main navigation bar at the top, click the settings icon (the gear symbol).
3. In the left-hand sidebar menu, under General, find and click on the Calling tab.

Step 2: Add and Verify Your Phone Number

This is where you register the number you’ll be making calls from.

1. Click the Add phone number button.
2. Enter the phone number you want to use for outbound calls. You can also add an extension if needed.
3. HubSpot needs to verify that you own this number. Choose to receive a verification code via SMS or an automated phone call.
4. Enter the verification code you receive into the prompt. Once verified, your number will be registered and ready to use.

Step 3: Making Your First Call

With your number registered, you can now make calls directly from HubSpot.

1. Navigate to any Contact or Company record.
2. Click the Call icon next to their phone number.
3. A calling window will appear. From here, you can choose how you want to make the call:
   • Call from browser: Uses your computer’s microphone and speakers (VoIP).
   • Call from phone: HubSpot will call your registered phone first, then connect you to the contact.
   • Call from HubSpot app: Use the HubSpot mobile app to initiate the call.
4. During and after the call, you can take notes, log the call outcome, and create follow-up tasks—all within the same window.

This native setup provides a solid foundation, but for many businesses, it’s just the starting line.

Pro Tip: When registering your number, each user on your team must register their own phone number individually if you are not using a HubSpot-provided number. HubSpot-provided numbers can only be assigned to one user at a time.

The Problem: Limitations of HubSpot’s Native Dialer

While the native setup is easy, it comes with significant limitations that can hinder a scaling team. These shortcomings become especially apparent for global teams or those operating in regulated markets.

• Regional Restrictions: Due to regulatory changes, HubSpot’s native VoIP calling functionality has been restricted in some countries, most notably India, as of 2024. This leaves businesses in these regions without a viable integrated calling solution.
• Lack of Advanced Features: The native dialer is basic. It lacks critical tools like AI-powered call summaries, automated call recording, and performance analytics dashboards.
• Manual Work Remains: While it logs that a call happened, much of the rich contextual data still needs to be entered manually by the rep.
• Compliance Gaps: It doesn’t offer features like automated compliance disclaimers, which are crucial in many regions.

These limitations mean that serious teams will quickly outgrow the native tool.

Part 2: The Advanced Setup with FreJun Integration (For Scaling)

This is where you transform HubSpot’s basic calling into an intelligent communication powerhouse. Integrating FreJun overcomes all the limitations of the native dialer and unlocks a new level of productivity and insight.

Step 1: Sign in to FreJun and Enable the Integration

The process is designed to be fast and code-free.

1. Log in to your FreJun account.
2. Navigate to the Integrations section in your dashboard.
3. Find and select HubSpot and click to enable the integration.

Step 2: Authenticate and Connect Your HubSpot Account

You’ll create a secure link between the two platforms.

1. FreJun will prompt you to connect to HubSpot using OAuth, a secure authentication method.
2. Authorize the connection to allow FreJun to sync data with your HubSpot portal.

Step 3: Map Users and Go Live

Assign your FreJun virtual numbers to your HubSpot users to get them ready to call.

1. In FreJun, map each user to their corresponding HubSpot account. This ensures all call activity is logged to the correct rep.
2. That’s it! Your team can now use the click-to-call button directly from any HubSpot contact record. FreJun will handle the call, automatically log all details, and provide advanced features—even in regions like India where the native dialer is restricted.

Comparison Table: HubSpot Native Calling vs. FreJun Integration

Feature	Native HubSpot Calling	FreJun + HubSpot Integration
Regional Availability	Restricted in India and other regions.	Global, including full functionality in India.
Call Logging	Basic (logs call event).	Advanced (auto-logs outcome, notes, recording).
AI Features	None.	AI-Powered Call Summaries and transcription.
Analytics	Standard HubSpot reports.	Advanced team performance dashboards.
Compliance	Limited.	Built-in tools and compliance-ready features.
Setup	Simple.	Effortless (no-code, minutes to connect).
Number Provisioning	Basic.	Virtual numbers for local and international presence.

Best Practices for Calling Through HubSpot

• Always Use Country Codes: When dialing international numbers, always include the country code to ensure the call connects successfully.
• Conduct a Test Call: Before rolling out any new setup to your entire team, make a few test calls to ensure everything is working as expected.
• Leverage Call Outcomes for Automation: Use the detailed call outcomes logged by FreJun to trigger HubSpot workflows, such as sending a follow-up email or creating a task.
• Embrace Virtual Numbers: Use FreJun to provision local numbers for the regions you are targeting. This can increase your call connection rate by almost 1.5 times.

Key Takeaways

Setting up HubSpot’s native calling feature is a straightforward process that provides basic functionality for individuals and small teams. However, for businesses that require advanced features, operate in regulated regions like India, or are focused on scalable growth, the native tool is insufficient.

Integrating FreJun is the essential next step. It transforms HubSpot calling into a professional-grade communication platform, offering global availability, AI-powered intelligence, automated data logging, and deep analytics. The setup is just as simple but the payoff in productivity and insight is immense.

Final Thoughts & Recommendations

Your CRM should be the single source of truth for all customer interactions, and phone calls are among the most valuable. While HubSpot calling provides the initial steps to bring calling into your CRM, it’s a third-party solution like FreJun that truly unlocks its potential.

Don’t let the limitations of a basic dialer hold your team back. By taking a few extra minutes to integrate FreJun, you move beyond simple call logging into the realm of intelligent communication. You equip your team with the tools they need to have better conversations, automate their administrative work, and provide management with the data needed to make smarter decisions.

If you are setting up HubSpot calling for the first time, start with the advanced setup. The small investment in time to integrate FreJun will pay dividends in productivity, compliance, and ultimately, revenue.

Get a Free 3 Day Trial

Further Reading – Salesforce Phone Integration: How to Connect & Optimize for 2025 Sales Success

FAQs