Let's configure the integration.
Create and set up employees' profiles
Once you activate your integration — configure it. First, connect your agents' accounts in the CRM system with their profiles in Ringostat. Don't forget to set up the default Top Manager for the integration.
You can also additionally configure top managers by conditions — that is, define who will be responsible depending on the parameters of the call or request.
Defining a Top Manager by Conditions
The integration settings provide the ability to flexibly distribute responsibility among managers.
In addition to the default Top Manager, you can create rules by which the responsible person will be assigned automatically depending on conditions:
Call status (for example: missed, busy, voicemail)
The number that was called
Landing (page URL) — can be specified fully or partially (works by substring match)
Name of the call forwarding scheme
How the Logic Works
If the responsible manager is known for a call or request (and they are linked in the integration) — the entity is created and assigned to them.
If the manager is unknown or not assigned:
the system checks the rules by conditions
if the call or request matches a rule — the manager from that rule is assigned
if no rule matches — the default Top Manager is assigned
Pay attention
Rules are applied to: incoming calls, requests from website forms
For outgoing calls, the logic does not change.
If multiple rules are created — they work by priority (top to bottom).
If no rule matches — the default manager is used.
Sending additional information to HubSpot
Then you can see what default parameters will be sent to your CRM system with clients' calls. You also can add extra parameters for your additional field of deals and contacts. For example, you can send the pool of numbers from call tracking into the deal description.
Sending deals to the selected pipelines
Set up the required rule if you want to filter deals and send them to different pipelines.
For example, you want to send deals from different websites to different pipelines. In this case, set up rules for each pool of numbers from call tracking, which are attached to each website. And send the deals to different pipelines according to such rules.
You can change the default matrix, which is responsible for the integration logic.
For example, you can turn off the rule for creating the tasks and leave only deals, contacts and calls.
Responsible manager configuration
There will be no secret that every business owner tries to automate business processes as much as possible.
To solve these issues and for the convenience of telephony, we recommend setting up call forwarding to a responsible manager.
How does it work?
Ringostat will search for open entities according to the sequence in the settings.
The call will be forwarded to the directions of the responsible manager in the first found entity.
If the person responsible for the entity is not found, the call will be redirected to the next direction in the scheme or terminated if there are no directions.
To do this, you need to take the following steps:
Create a forwarding block with the direction "Responsible manager".
Select the call direction priority.
For example, with this setting, Ringostat will first check the person responsible for the contact and only then for the deal.
Call data storage for HubSpot CRM integration
The integration automatically sends all details for the calls to your CRM system. But sometimes, a breakdown can happen. For example, if the user, who activated the integration, changed the password to the personal CRM account. In this case, integration requires a new API token. Otherwise, it won't work correctly.
To avoid such situations, you should re-activate it and mark the "Send data to CRM after re-activating the integration" check box:
The check box appears after disabling the integration. Before re-activating the integration, you need to check the box.
Once you make these steps, Ringostat will send all accumulated data to your CRM for the last three days: the previous two days and the day of re-activation.
In the project, an integration connection is available only with one of the CRM systems based on the integration platform.