Aircall Help Center | HubSpot task closing automation

With the HubSpot integration, you can configure automation rules to automatically close HubSpot tasks based on specific call outcomes. This helps streamline your workflow by ensuring completed or outdated tasks are closed without manual action.

Note: The Aircall–HubSpot integration does not create new tasks. It can only close existing ones.

Enabling the task closing automation

You can enable and configure task closing rules directly from your Aircall Dashboard.

Steps:

Go to Aircall Dashboard > Integrations & API.
Select HubSpot and go to the Settings tab.
Scroll to the Task Closing Automation section.
Select the call outcomes that should trigger the task to close.
Choose the criteria that determine which task to close.
Save your settings.

The automation rule will only run when at least one outcome and one criteria option are selected. When a call ends and the selected outcome is applied, the rule will automatically trigger.

Call outcomes and criteria options

You can configure which will close tasks and how Aircall will choose which tasks to close.

Call outcomes

None (default)
Connected
Busy
No answer
Wrong number
Left voicemail

You can select multiple outcomes.

Criteria types

None (default)
Due today
Due today and created by a sequence
Oldest due date
Oldest due date created by a sequence

Important: If "None" is selected for either Call Outcomes or Criteria, no tasks will be closed.

How Aircall applies criteria

When a selected call outcome matches the configuration in your integration settings, Aircall searches for HubSpot tasks that meet the following conditions:

Task type is Call.
Task is associated with the HubSpot contact involved in the call.
Task status is not Closed.

Once these tasks are identified, Aircall applies the chosen criteria in the rule settings to determine which one to close:

Criteria	Task selection rule
None	No action is taken; no task is closed.
Due today	Closes the task with a due date set for today. If multiple tasks meet this condition, Aircall closes the most recently updated one assigned to the user who handled the call.
Due today and created by a sequence	Closes the task created by a sequence that is due today. If multiple tasks qualify, Aircall closes the most recently updated one assigned to the user who handled the call.
Oldest due date	Closes the task with the oldest due date prior to the current date.
Oldest due date created by a sequence	Closes the task created by a sequence that has the oldest due date prior to the current date.

Note: Because task due dates depend on the user’s local time, different users may see different tasks marked as “due today.” Aircall uses the UTC time zone to evaluate “due today” tasks.

Viewing closed tasks in HubSpot

When a task is closed through this automation, it will automatically appear linked in the call engagement log on the corresponding HubSpot contact page.

Note: The Aircall–HubSpot integration does not create new tasks. It can only close existing ones.

Enabling the task closing automation

You can enable and configure task closing rules directly from your Aircall Dashboard.

Steps:

Go to Aircall Dashboard > Integrations & API.
Select HubSpot and go to the Settings tab.
Scroll to the Task Closing Automation section.
Select the call outcomes that should trigger the task to close.
Choose the criteria that determine which task to close.
Save your settings.

The automation rule will only run when at least one outcome and one criteria option are selected. When a call ends and the selected outcome is applied, the rule will automatically trigger.

Call outcomes and criteria options

You can configure which will close tasks and how Aircall will choose which tasks to close.

Call outcomes

None (default)
Connected
Busy
No answer
Wrong number
Left voicemail

You can select multiple outcomes.

Criteria types

None (default)
Due today
Due today and created by a sequence
Oldest due date
Oldest due date created by a sequence

Important: If "None" is selected for either Call Outcomes or Criteria, no tasks will be closed.

How Aircall applies criteria

When a selected call outcome matches the configuration in your integration settings, Aircall searches for HubSpot tasks that meet the following conditions:

Task type is Call.
Task is associated with the HubSpot contact involved in the call.
Task status is not Closed.

Once these tasks are identified, Aircall applies the chosen criteria in the rule settings to determine which one to close:

Criteria	Task selection rule
None	No action is taken; no task is closed.
Due today	Closes the task with a due date set for today. If multiple tasks meet this condition, Aircall closes the most recently updated one assigned to the user who handled the call.
Due today and created by a sequence	Closes the task created by a sequence that is due today. If multiple tasks qualify, Aircall closes the most recently updated one assigned to the user who handled the call.
Oldest due date	Closes the task with the oldest due date prior to the current date.
Oldest due date created by a sequence	Closes the task created by a sequence that has the oldest due date prior to the current date.

Note: Because task due dates depend on the user’s local time, different users may see different tasks marked as “due today.” Aircall uses the UTC time zone to evaluate “due today” tasks.

Viewing closed tasks in HubSpot

When a task is closed through this automation, it will automatically appear linked in the call engagement log on the corresponding HubSpot contact page.