Getting everyone to follow the same playbook is challenging, especially with remote work. Team members can't tap their colleagues' shoulders for quick advice, and with customer data spread across different tools and systems, keeping track of everything can feel like herding cats. 

Fortunately, modern tools like Aircall and HubSpot offer a way to bring order to the chaos. These platforms help sales teams stay organized and aligned by integrating call management with customer relationship tracking. 

The result? Consistent processes, better collaboration, and less time spent on guesswork. Let’s discuss how Aircall and HubSpot can work together to simplify your sales operations and ensure your team is always on the same page. 

Why Your Sales Team Needs a Uniform Approach

When everyone on a sales team has their own way of doing things, it can quickly get messy. Creative ideas are great, but too much variation often leads to confusion, missed opportunities, and inconsistent results.

Here are a few more reasons to aim for a unified front:

Reducing Confusion and Mixed Messages

When sales reps all do things differently, it’s easy for mixed messages to confuse customers. One person might say one thing, while another promises something else.

86% of employees and executives say that poor collaboration and communication are the main reasons for workplace failures. 

A shared approach ensures everyone has the same playbook, so customers always get accurate, reliable answers. This makes it easier for your team to handle common situations confidently and avoids the “last time someone told me something different” problem.

Making Training Easier for New Team Members

Starting a new job in sales can feel overwhelming, especially when there’s no clear guidance. A standard approach gives new hires a solid starting point, with easy-to-follow steps, examples of how things are done, and templates they can rely on. 

Standard templates, scripts, and clear expectations let them hit the ground running, building confidence and efficiency from day one. Instead of feeling lost, they can focus on learning and feel ready to contribute much faster.

Creating Consistent Customer Experiences

Consistency builds trust. When your sales team operates with a unified approach, customers know they’ll get the same quality service every time. 

They won’t need to re-explain their needs or wonder if they’ll receive follow-up. Each interaction reinforces their confidence in your brand, creating loyal relationships that lead to repeat business and referrals.

Easier Performance Tracking and Coaching

If everyone uses the same methods, it’s much simpler to see what’s working and where people might need extra help. 

Managers can compare results, share tips from top performers, and offer focused coaching to improve specific areas. This makes performance reviews more useful and helps the whole team grow.

Better Data for Decision-Making

When everyone logs their work the same way, your data becomes clearer and more reliable. This makes it easier to spot trends, see what’s working, and adjust your strategy. Clean, consistent data helps you make smarter decisions and confidently plan for the future.

Companies using advanced analytics in their sales processes see a 15-25% increase in sales productivity.

A shared approach doesn’t limit creativity—it’s about giving your team the tools to work together effectively while delivering the best possible customer experience.

Setting Up Your Foundation

Getting your sales tools in sync is the first step to empowering your remote team. When Aircall and HubSpot work together, your team can streamline workflows, improve communication, and focus on selling instead of juggling tasks. 

Let’s break down how to get started, step by step, so you can make the most of this powerful integration.

1. Connecting Aircall with HubSpot

First, connect your Aircall account to HubSpot. Go to the HubSpot App Marketplace, search for Aircall, and follow the prompts to log in and grant permissions. Make sure you have Super Admin access to complete this step.

Once connected, configure your data sync settings. Decide whether to use a one-way or two-way sync based on your needs. 

A two-way sync ensures contact properties update on both platforms, while a one-way sync is more straightforward and ideal for focused use cases. Start by syncing a test list of contacts to ensure everything runs smoothly before expanding to your entire database.

2. Key Features to Enable First

Set up automatic call logging to save time and ensure every call detail, including duration, notes, and recordings, is synced to HubSpot. This feature eliminates manual data entry, helping your team stay productive.

Next, enable smart caller insights. This lets reps see customer details like recent interactions and open deals before picking up a call. These insights let your team handle conversations more effectively and provide a personalized customer experience.

Finally, configure ticket creation settings. Decide which call activities—like missed or answered outbound calls—should automatically create or update tickets in HubSpot. Assign the correct pipelines and stages to keep your workflow organized and efficient.

3. Common Setup Mistakes to Avoid

Avoid syncing your entire contact database right away. Instead, test the integration with a smaller group of contacts to ensure the setup is accurate and prevents duplicate or conflicting data.

Another common mistake is neglecting to map call outcomes correctly. Take time to align Aircall’s tags with HubSpot outcomes so your reports accurately reflect team activity.

Lastly, don’t skip regular reviews of your sync and ticket settings. As your sales processes evolve, your integration settings may need adjustments to stay aligned with your goals.

Creating Your Standard Call Flow

A consistent call flow keeps your sales team organized and ensures every interaction meets the same high standard. With tools like Aircall and HubSpot, you can create a streamlined process that works for everyone. 

Here’s how to build and refine your call flow for maximum efficiency.

1. Building a Basic Call Script Template

Start by creating a standard call script that covers the essential elements of a successful sales conversation. Outline sections include an engaging introduction, discovery questions, a value proposition, and a clear call to action.

For flexibility, include prompts rather than rigid phrases. For example, instead of scripting the entire opening, provide options like: “Thanks for taking the call today! I’d love to hear more about [specific pain point] to see if we can help.” 

This structure helps reps sound natural while staying on track. Keep the script accessible within your tools so reps can quickly reference it during calls without breaking their focus.

2. Setting Up Call Tags and Categories

Call tags and categories help you track conversations more effectively and gain valuable insights into common themes. Create tags for recurring scenarios, such as “pricing inquiry,” “product demo request,” or “objection handling.”

Be specific when defining your tags to avoid confusion. For instance, instead of a generic tag like “follow-up needed,” use “send proposal” or “schedule meeting” to indicate the exact next step. Train your team to apply these tags consistently during or after each call.

3. Creating Standard Call Outcomes

Standardizing call outcomes ensures that every interaction is logged similarly, providing clear and actionable data. Define outcomes like “Connected,” “Left Voicemail,” or “No Answer,” and map them to specific actions in HubSpot.

Customize outcomes further based on your sales process. For example, you might include “Qualified Lead” or “Ready to Buy” to track progression through the sales funnel. This clarity helps your team prioritize follow-ups and improves reporting accuracy.

4. Automating Call Logging

Manual logging wastes time and risks errors. Use Aircall’s automatic call logging feature to directly capture call details—duration, notes, and recordings—into HubSpot. Train your team to jot down concise, meaningful notes during the call so every interaction is properly documented.

To save even more time, set up workflows in HubSpot to trigger the next steps based on call outcomes, such as scheduling a follow-up task or sending a thank-you email.

5. Using SmartFlows for Routing Calls

SmartFlows ensures every call reaches the right person, improving response times and customer satisfaction. Set up rules to route calls based on factors like the caller’s location, language, or account history.

For example, a VIP client’s call can go directly to their dedicated account manager, while general inquiries are routed to an available rep. Use SmartFlows to automatically send calls to voicemail or schedule callbacks outside business hours.

Making Data Work for Your Team

Data is one of your team’s most valuable assets—if you know how to use it. The Aircall and HubSpot integration lets you track essential metrics, automate reporting, and turn insights into action. Let’s break down how these tools help you make the most of your call data.

Essential Call Metrics to Track

With Aircall syncing directly to HubSpot, tracking key metrics is easier than ever. Start with foundational data like the number of calls made, call duration, and time-to-response. These metrics give you a clear view of activity levels and team efficiency.

HubSpot’s reporting features make it simple to track conversion metrics, such as how many calls result in meetings or closed deals. 

Pair this with Aircall’s call tagging to categorize outcomes like “Left Voicemail” or “Closed Won,” providing deeper insights into what’s working and where to improve.

Setting Up Automated Reporting

Automating your reporting process ensures you always have fresh insights without spending hours pulling data. With HubSpot’s reporting tools, you can schedule recurring reports on key Aircall metrics, such as weekly call activity or monthly missed call trends.

For instance, you could create a workflow in HubSpot to notify team leads whenever missed calls exceed a certain threshold, ensuring prompt follow-up. This integration keeps everyone informed in real-time without constant manual checks.

Using Dashboards Effectively

HubSpot dashboards let you visualize Aircall data in a way that’s easy to understand and act on. Create dashboards tailored to your team’s needs—like tracking individual rep performance, monitoring total call outcomes, or analyzing pipeline health.

For example, you can display call volume alongside the number of deals won to identify patterns in successful sales behaviors. With this real-time view, your team can spot trends and adjust strategies quickly, ensuring you stay on track to meet your goals.

Making Sense of Call Recordings

Aircall’s call recording feature, paired with HubSpot, is a game-changer for refining your sales approach. Managers can listen to recordings directly from HubSpot’s contact or deal records, making it easy to review conversations and provide actionable feedback.

Use Aircall’s conversational intelligence to flag critical call moments, like objection handling or pricing discussions. 

Instead of spending hours reviewing full recordings, focus on the highlights that matter most. This helps your team improve faster and keeps quality consistent across interactions.

Sharing Insights Across the Team

The true power of data lies in collaboration. 40% of service reps want better team communication tools.

With Aircall and HubSpot, sharing insights becomes effortless. Use HubSpot’s reporting and dashboard-sharing features to present key findings during team meetings.

For example, if Aircall metrics reveal a specific script leads to higher conversion rates, share the recording and refine your standard call flow. Highlighting successes like these boosts morale and fosters a culture of learning.

Take Your Sales Team to the Next Level with a Unified Sales Approach

Creating a unified sales process with tools like Aircall and HubSpot isn’t just about convenience—it’s about giving your team the structure and insights they need to succeed. 

With clear workflows, reliable data, and streamlined communication, your sales team can focus on what matters most: building relationships and closing deals.

Take a moment to reflect on your current sales process. Are your tools working for your team—or are they holding you back? With the right setup and strategy, you can turn those daily challenges into opportunities for growth.

Build a Smarter Sales System with Origin 63

Transform the way your sales team works with the power of HubSpot and Aircall. As trusted partners for both platforms, Origin 63 helps you create a seamless integration that drives results.

Our team takes the guesswork out of setup and optimization, ensuring you get the most out of your tools. Let’s work together to streamline your processes and set your team up for lasting success. Get in touch with Origin 63 today!