In a HubSpot workflow, choose + Add action and look under Aircall for Send WhatsApp.

The Send WhatsApp action can be added to workflows based on the following HubSpot objects:

  • Contact
  • Deal
  • Ticket
  • Company
  • Quote
  • User
  • Order
  • Cart
  • Invoice
  • Lead
  • Call

Prerequisites

To send messages, make sure all of the following are true for the number you select:

  • The number is WhatsApp enabled.
  • Company WhatsApp is enabled.
  • The number is connected to the HubSpot integration.
  • At least one user is connected to the number.
  • The integration is a conversation custom channel with read and write scope.
  • The number does not use third‑party messaging services.
  • The number is not connected to a public API.
Note: Newly connected numbers may take up to 10 minutes to appear. The list is cached for 10 minutes for performance.
Tip: If you see “Aircall Number options could not load due to a HubSpot API failure. To load please refresh the page.”, reload the page to fetch the list.
Important: If you do not see any Aircall numbers in the dropdown, there are no WhatsApp‑enabled numbers connected to the Aircall–HubSpot integration.

Configure the action

When you add Send WhatsApp, you will configure four inputs.

1. Aircall Number

Choose one WhatsApp‑enabled number connected to the Aircall–HubSpot integration.

  • Only one number can be selected.
  • Ensure at least one user is connected to that number.

2. Recipient Number

Select a valid phone field from any HubSpot object in your workflow context.

3. Message Type & content

The fields you see depend on Message Type. These fields are mutually exclusive. Choose one of the following:

  • Template
  • Session

If Message Type is Template

  • Template messaging uses pre‑approved WhatsApp templates populated with variables.
  • Message Template: Select one WhatsApp message template from the list.
  • Variable Count: Choose how many variables the template contains, up to 10.
  • Template Variable #: For each variable, select a valid field from any HubSpot object.
A configuration screen titled “Send WhatsApp Message” showing fields to set up an automated WhatsApp message. The selected options include “Main WhatsApp line” as the Aircall Number, “Phone Number (Enrolled contact)” as the Recipient Number, “Template” as the Message Type, “template_with_all_buttons2” as the Message Template, “1 variable” for Variable Count, and “First Name (Enrolled contact)” as Template Variable 1. There are “Cancel” and “Save” buttons at the top.png

If Message Type is Session

  • Session messaging supports free‑flow content within the 24‑hour customer care window.
  • Message: Enter the message content and use record tokens as needed. Maximum length is 1,600 characters, including tokens.
A configuration screen labeled “Send WhatsApp Message” showing options to automate a WhatsApp message. The selected Aircall Number is “Main WhatsApp line,” and the Recipient Number is “Phone Number (Enrolled contact).” The Message Type is set to “Session,” and the Message field contains a sample message that includes a personalization token: “Hi [First Name (Enrolled contact)]!”. The top right corner has “Cancel” and “Save” buttons..png
Note: Only the fields relevant to the chosen Message Type will appear. Template fields do not show when using Session messages, and vice versa.

Create a workflow that sends a WhatsApp message

Follow these steps to build a simple workflow that sends a WhatsApp message.

Steps:

  1. In HubSpot, go to Automation and select Workflows.
  2. Create a workflow for your target object, for example Contact.
  3. Add an enrollment trigger, for example Manually or based on record criteria.
  4. Click + Add action, select Aircall, then choose Send WhatsApp.
  5. Complete the Aircall Number, Recipient Number, Message Type, and message content fields.
  6. Review and Turn on the workflow.
HubSpot workflow editor showing a “Send WhatsApp Message” action setup. The left panel includes fields for Aircall Number, Recipient Number, Message Type (Session), and Message. The right panel displays a simple workflow flowchart with a manual trigger leading to the WhatsApp message action.png
Note: Yes. Successful sends are logged as a WhatsApp message in the HubSpot activity timeline.

Why do I see “This action was initiated”?

If the integration was newly installed or updated to include the automation scope, the action may be queued and processed shortly rather than executed immediately. Once completed, the workflow continues as expected.

HubSpot workflow history showing multiple actions for a contact named “Damonee Salvatore (SMSs) syncedd_testinggggg.” The table lists columns for Contact, Diagnose, Action, Event, and Time, showing successful SMS sends and workflow completions on April 28, 2025, at around 7:52–7:53 EDT.png

You can track the process and related contact in the Action tab of the Send SMS action. This is available only for integrations with the automation scope.

HubSpot workflow screen showing the “Contacts in action” tab with a message stating, “There are no contacts in this action. It may appear empty because a contact recently left it.” The “Cancel” and disabled “Save” buttons are visible at the top..png