The advanced version of the Send SMS action in HubSpot workflows allows you to automatically send SMS messages from Aircall numbers based on workflow triggers. This enhanced functionality introduces more flexibility by enabling you to select a specific sender user and dynamically map the sender number using HubSpot properties.

Requirements

To use this feature, you must 

  1. Have at least one Aircall number enabled for messaging.
  2. Reauthenticate to add the necessary scopes from the Aircall dashboard.

Setting up the advanced Send SMS action

Follow the steps below to configure the advanced Send SMS action in your workflow.

1. Select the action

In your HubSpot workflow, add an action and choose Send SMS under the Aircall section.

send SMS (Advanced) option in Hubspot
Note: This action is available for workflows based on the following object types: contact, deal, ticket, company, quote, users, order, cart, invoice, and lead.

2. Choose the Aircall Number (From)

You can select the sender number in two ways: Number or Custom Input.

Option A - Number (Select a specific number): Choose an existing, SMS-capable Aircall number from the dropdown menu.

  • Only mobile-enabled numbers linked to your HubSpot integration will appear.
  • If the list is empty, ensure you have numbers that are SMS-enabled and not using third-party messaging APIs.
Image showing the number option

Option B - Custom Input: Select Custom Input to dynamically map the sender number using a HubSpot property. This lets you determine the From number based on a field stored in the enrolled record.

Image sowing custom input option

3. Select the Sender User

This option appears when you select a specific number using Number. Once you have selected a static Aircall number, you can now attach a specific Aircall User to the message.

  • How it works: Select a user from the dropdown list. This list is filtered to only show users associated with the Aircall number you selected in the previous step.
  • Benefit: This ensures the SMS is attributed to a specific team member in your logs and analytics.
Image showing the Sender User option

4. Configure Recipient Number (To)

Select the phone number field from the HubSpot record that should receive the SMS.

Image showing Recipient number section

5. Compose the message

Write your SMS message, up to 1,600 characters. You can personalize the content using HubSpot record tokens such as {{Contact.FirstName}}.

Image showing message section

6. Save the action

All required fields must be completed. If any field is missing or invalid, the action cannot be saved.

Troubleshooting and requirements

Why your number may not appear

Aircall displays only the numbers that meet all of the criteria below:

  • Connected to the HubSpot integration
  • SMS capable
  • Not using third party messaging services
  • Not using the Aircall Messaging API
Note: Aircall caches data for performance. Changes to numbers or user associations may take up to 10 minutes to appear. Refresh the page if the data does not load immediately.

Phone number formatting

Important: The phone number used in the Recipient Number (To) field must include the country code, for example +1 for the United States or +44 for the United Kingdom. SMS messages will fail without a country code.

Correct: +15550199
Incorrect: 555 0199 or (555) 019 9999

If your CRM stores numbers without the country code, update them to the correct international format before sending.

Limits and constraints

Messaging limits apply per user and per Aircall number. These limits cannot be increased:

  • 200 messages per minute
  • 1,000 messages per hour
  • 5,000 messages per day
  • 10,000 messages per month

If a message fails because it exceeded a limit, the system will not retry sending it.

Message logging and replies

  • HubSpot logging: Each SMS is automatically logged as an engagement on the HubSpot record.
  • Aircall app: Messages appear as part of the ongoing conversation with the contact.
  • Replies: If the contact replies, you can view and respond in the Aircall app or the HubSpot CTI.

Managing opt outs

Aircall does not provide built in opt out management. You must configure your own opt out logic in HubSpot.
For example, you can create a workflow that updates a property when a contact replies with a keyword like Stop and then use that property to prevent further messages.