Automatically close a task after a call
On the HubSpot integration settings page in the Aircall Dashboard, you can configure a rule to automatically close HubSpot tasks depending on call outcomes.
Enabling the task closing automation
In the Aircall Dashboard, go to the integration settings of your HubSpot integration and scroll to the Task Closing Automation section.
Here you will be able to configure a rule to automatically close tasks. Select the call outcomes that should trigger tasks to be closed, as well as the criteria that should be used to select which task to close. The rule will run when there is at least one outcome and one criteria selected.
When the call ends and one of the outcomes configured in the “close task automation” is selected, then the rule will be triggered.
What are the possible call outcomes and criteria?
Call Outcomes
- None [Default]
- Connected
- Busy
- No answer
- Wrong number
- Left voicemail
Multiple Outcomes can be selected.
Criteria types
- None [Default]
- Due Today
- Due Today and Created By a sequence
- Oldest Due Date
- Oldest Due Date Created By a sequence
⚠️ Please note: If the "None" option is selected in the call outcomes and/or criteria dropdowns, no tasks will be closed.
How do we handle different criteria?
When a call outcome matches the selection in your integration settings, Aircall looks for tasks of the type "Call" that are associated with the HubSpot Contact that called/was called, and are any status except "Closed."
Then the criteria selected in the rule settings is applied to determine which task to close, according to the following logic:
| Criteria | Task selection rule |
| None | Nothing happens. No task is closed. |
| Due today | Close the task that has a due date set for today. If there are multiple tasks set for today, we will close the last updated one assigned to the user who handled the call. |
| Due today created by a sequence | Close the task created by a sequence that has a due date set for today. If there are multiple tasks created by a sequence and set for today, we will close the last updated one assigned to the user who handled the call. |
| Oldest due date | Close the task that has the oldest due date, prior to the current date. |
| Oldest due date created by a sequence |
Close the task created by a sequence that has the oldest due date, prior to the current date. |
⚠️ Please Note: Depending on the user timezone, each user may see different tasks marked as "due today." The UTC time zone is used to evaluate the tasks "due today."
When a task is closed following a call, that task will be linked in the call engagement log in the HubSpot contact page.