Setup guide: Callper and HubSpot

Callper is an AI receptionist that answers a business's phone calls. Connected to the business's own HubSpot account, it logs the calls it answers there: each caller as a contact, each answered call with its summary on that contact, and each appointment it booked as a meeting. A business with two teams or brands can connect a HubSpot account for each, and choose which one each assistant logs into. This guide covers what is sent and when, how to connect, how to configure it, and how to disconnect or uninstall.

Connecting HubSpot is open on every Callper plan, including the free trial.

What Callper sends to HubSpot

• The caller, as a contact. Callper searches your HubSpot for a contact with the caller's phone number, or with their email address when your Callper contacts hold one. If none is found, it creates one with the phone number, plus the name and email address your Callper contacts hold for that caller. A contact already in your HubSpot is never changed.
• Each answered call, as a call on that contact. The time, the length, the caller's number, the number they dialled, the name of the assistant that answered, and the call's summary.
• Each appointment the assistant booked on a call, as a meeting. The service, the time and the status, kept up to date when the appointment is moved or cancelled. HubSpot requires an owner on a meeting, so the meeting is assigned to the HubSpot user who connected Callper. Appointments made directly in your calendar, rather than by the assistant on a call, are not sent.

What Callper never sends

• Transcripts.
• Recordings.
• Anything a caller said, as a contact field. Names and email addresses come only from your own Callper contacts or from the booking, never from what was said on the call.
• Anything from before you connected. Connecting covers calls and bookings from that moment on.

Callper reads your HubSpot only to look for an existing contact, so that it does not create a duplicate. It does not copy anything from HubSpot into Callper.

When it arrives

• The contact, while the call is still going. When the assistant picks up, Callper finds or creates the caller's contact. If Callper has logged this caller before, it first checks that the contact is still in your HubSpot, and creates it again if it was deleted.
• The call, seconds after hang-up. It is sent as soon as its summary is ready. If a summary does not arrive, the call is sent without one within 15 minutes.
• With zero data retention, an option on the Business plan, Callper stores no summary, so the call is sent as soon as it ends, with its time, length, numbers and assistant name, and no summary.

Calls from a withheld number, and test calls made from the browser, have no caller number. They are not logged as calls.

Before you start

• A Callper account, signed in as its owner. Staff can see the connection but cannot change it.
• A HubSpot account, and permission in it to connect apps. In HubSpot that means being a Super Admin, or having App Marketplace access.

Connect HubSpot

1. In the Callper dashboard, open the CRM page. It is in the menu, directly below Calendars.
2. If there is no connection yet, add one under Add a HubSpot connection. Give it a name, for example the team or brand whose calls it receives, and click Add connection.
3. On the connection's row, click Connect HubSpot. HubSpot opens.
4. Sign in to HubSpot and choose the account to connect, if you have more than one.
5. Review the access Callper asks for and approve it. The scopes are:

• oauth, which HubSpot requires of every app that connects through its sign-in;
• crm.objects.contacts.read, to find a caller's existing contact;
• crm.objects.contacts.write, to create a contact, and to log calls and meetings on it.

Until Callper is listed in the HubSpot App Marketplace, HubSpot may show a notice on this screen that the app is not verified.

1. HubSpot sends you back to the CRM page. The connection's row shows Working, with the HubSpot account ID under Account.

The row counts the calls and meetings sent so far, and Check again re-tests the connection.

Using a private app token instead. If your HubSpot administrator prefers it, create a private app in HubSpot with the crm.objects.contacts.read and crm.objects.contacts.write scopes, then choose Use an access token instead on the connection's row and paste its access token. Each connection holds one credential at a time: storing a token replaces a sign-in, and signing in replaces a token.

Configure: which assistant logs where

Each assistant logs its calls into one connection, the one chosen under CRM in that assistant's settings, or into none.

• Your first connection is attached to every assistant that logs nowhere yet, so connecting HubSpot for the first time needs no visit to each assistant. While a business has exactly one connection, a new assistant gets it too.
• With several connections, choose one in each assistant's settings. The CRM page lists under Assistants which assistants log into each connection. A connection with no assistants receives nothing.
• Moving an assistant to another connection moves its next calls. Calls already sent stay where they were sent.
• Bookings go to the connection of the assistant that books into that calendar.
• Each HubSpot account can be connected once per business. A second connection to the same account is refused.

How many connections a business may hold depends on its plan: one on the free trial and on Basic, three on Pro, and as many as needed on Business. Every connection counts, connected or not, and removing one frees its place.

Configure: the legal basis for new contacts

If your HubSpot account has its GDPR features turned on, HubSpot refuses a new contact that states no lawful basis for processing. On the CRM page, choose under Legal basis, for each connection, the basis that Callper states on each contact it creates there:

• Legitimate interest – prospect or lead (the preset);
• Legitimate interest – existing customer;
• Legitimate interest – other;
• Performance of a contract;
• Consent freely given by the contact;
• Not applicable.

Your business is the controller of its own CRM, so the choice is yours. It applies only to contacts Callper creates from then on. Contacts already in your HubSpot are never changed.

If it stops working

If HubSpot stops accepting the connection, the row shows Not working and nothing is sent. That happens if the app was uninstalled in HubSpot, or if a private app lost its scopes. Click Connect HubSpot to sign in again. Connecting again is a new start: calls and bookings from the time the connection was not working are not sent afterwards.

Disconnect or remove

1. On the CRM page, click Disconnect on the connection's row.
2. Confirm.

Callper stops sending to that HubSpot account at once, and deletes its stored credential along with its record of what it sent. The connection keeps its name and its assistants, so connecting it again later picks up from there, with calls from that moment on.

Remove does the same and deletes the connection too. Its assistants keep answering calls, and log them nowhere until you choose another connection for them.

Either way, everything already sent stays in your HubSpot account, under your own agreement with HubSpot. Callper deletes nothing there.

Uninstall from HubSpot

In HubSpot, go to Settings, then Integrations, then Connected Apps, open Actions on Callper, and choose Uninstall (HubSpot's guide). Uninstalling withdraws Callper's access, and nothing more is sent. What was already sent stays in HubSpot. In Callper, the CRM page shows the connection as Not working once HubSpot refuses it. Disconnect it there too, and Callper deletes its stored credential.

Your data, and the terms that cover it

When you connect, HubSpot is your own processor, under your own contract with HubSpot. It is not one of Callper's sub-processors. Callper writes to it on your instruction, with the credential you gave it. As the business, you are responsible for telling your callers that their calls are logged in your CRM.

The legal text, version of 2 November 2026:

• Terms of Service, clause 12.5: the Customer's own CRM.
• Data Processing Agreement, clause 2.4: Cal.com and HubSpot as the Customer's own processors, and exactly what is sent to HubSpot.
• Privacy policy, section 4: HubSpot's two roles, Callper's own HubSpot portal and yours.

Help

Write to support@callper.ai.