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Automate Texts and Voice Messages from HubSpot Workflows
Automate Texts and Voice Messages from HubSpot Workflows

Easily create and send personalized text messages from HubSpot Workflows

David Stupek avatar
Written by David Stupek
Updated over a week ago

NEW! We improved our HubSpot integration to give you even more flexibility with your Workflows.

Our HubSpot integration gives you a simple way to send outbound text messages from your Workflows. In this tutorial, you'll learn the most popular way to send messages to your contacts.

How it Works

The Salesmsg HubSpot integration gives you a simple way to create, personalize, and send SMS & MMS text messages from your HubSpot Workflows.

If you are wanting to automate an outbound text message to a new lead after they will out a specific form or need to send out a text to a group of contacts, this feature will help you do just that.

Salesmsg integrates with ALL HubSpot Workflows...

βœ… Contact-based

βœ… Deal-based

βœ… Company-based

βœ… Ticket-based

βœ… Quote-based

βœ… Conversation-based

βœ… Feedback submission-based

Step 1: Search and Select the Salesmsg Action

From your Contact Workflow, just search for Salesmsg and you'll see the Salesmsg action. The Contact-based Workflow may have a different action then a Quote-based Workflow.

Step 2: The Phone Number Property

This is the Phone number that Salesmsg will send the text message to. You can insert a HubSpot property token or hard-code the phone number here.

You have a few options for selecting the Phone Number Property...

Phone number

Mobile phone number

Hard-coded phone number

Enter in a phone number including the country code.


Salesmsg will try the primary token first and if there is no phone number, then it will fall back to the secondary token.

Phone number, mobile phone number

Mobile phone number, Phone number

Separate the tokens by a comma.

Step 3: Select the Send From Option

With this step you have a few options on where and how you want to send your texts.

Option 1: Inbox (Static)

You can directly select the Phone number, Inbox, or Smart Inbox you want to send the text message from. This will send the outgoing text from the number or if it's a Smart Inbox then one of the numbers in the Inbox.

  • Inbox with One Number. It will show as (555) 555-5555: Inbox Name

  • Inbox with Multiple Numbers. Shown as Smart Inbox: Inbox Name

  • Short Code. Shown as Short code (79000)

When would I use this option?

For example, after someone fills out a HubSpot form I want to send a text from the exact Phone Number (561) 771-5917 or from a Smart Inbox which contains multiple outgoing phone numbers.

Option 2: HubSpot Contact Owner (Dynamic)

This option will enable you to send the text message from the phone number that's assigned to the HubSpot Contact Owner.

For a full tutorial on how this works, please visit this page.

When would I use this option?

For example, if you are Rotating Leads and assigning Contact Owners to your contacts and after someone fills out a HubSpot form you want to send the text coming from the Contact Owner's Salesmsg number.

Example: Mike is the Contact Owner, Salesmsg will send the text from Mike's assigned Salesmsg phone number.

Option 3: Advanced (Dynamic)

This is by far the most advanced and scalable way to send outbound text messages from a Workflow. Rather than sending from a specific number, you can tell Salesmsg which Inbox you want to send your text messages from using the Salesmsg Inbox ID.

So if you wanted to send a text message based on the Salesmsg Inbox ID that's on a contact, company, deal, or ticket record you can now do that.

To find the Salesmsg Inbox ID, head to Inboxes, select the Inbox, then goto the Inbox Settings and you'll be able to copy the Salesmsg Inbox ID.

Create a Custom Property "Salesmsg Inbox ID"

To insert the Salesmsg Inbox ID onto the contact record, then you'll want to create a Custom Property called Salesmsg Inbox ID.

If you wanted to dynamically set the Salesmsg Inbox ID property, you can do so using the Workflow action Set property value.

HubSpot Token (Dynamic)

Hubspot token

Hard-code the Inbox ID (Static)

Hubspot hardcode token

Smart Inbox Features (Multiple Phone Number Inbox)

With Salesmsg Inboxes you can have 1 number or 100 numbers on an Inbox and with Smart Inboxes (2 or more numbers) we included some new features that enhance it even further.

Smart Inboxes features include:

  • Localmsg

  • Sticky Sender

  • Scaler

Localmsg (aka: Local Presence) will automatically match the contacts area code and send the outgoing text from the same area code (if you have the number available).

Sticky Sender is a feature for SMS and Voice Calling where all outbound customer contact comes from a single number. This 'sticky' or 'unchanging' number increases customer familiarity and trust.

Scaler is a feature distributes your outbound messaging traffic evenly across the phone numbers in your Messaging Service so that you can handle higher volumes of messages.

Step 4: Create Your Text Message

Create a new action and search for Salesmsg: Send SMS to start creating your text message.

Media URL
​(.gif, .png, .jpg, .vcf)

Insert a full URL to the hosted file. Can be hard coded or a HubSpot token.

Tags (optional)

Apply a Salesmsg tag when the message is sent.

How to Send MMS Messages

The Media URL will allow you to send .gif, .jpg, .png, .vcf files.

Hardcoded URL

Enter a full URL that points directly to the hosted file with the proper accepted extension. (ex:

Upload Files to HubSpot

Upload your files to your HubSpot account (Files and Templates > Files) and copy the URL to insert into your Media URL field within your message.

HubSpot Token (Dynamic)

Hard-code the MMS URL (Static)

How to Send Ringless Voicemail

If you're familiar with sending SMS & MMS messages through our Hubspot actions, you'll find the process of sending ringless voicemails strikingly similar. To get started, navigate to the appropriate action within your contact-based workflow. Next, select the desired phone number property, decide on the sending source, and choose the audio file you wish to use. It's crucial to remember to utilize audio links ending with the .mp3 extension. This ensures compatibility, as other file formats might not be supported by the Ringless Voicemail services, ensuring a smooth and error-free experience.

How to Verify That Your Messages Are Going Through

To verify the message was sent with your merge fields, check the History tab of your workflow to verify the message has been sent.Β 

You can also verify the message has been sent by searching for the contact in your inbox folders. If you've had a previous conversation with the contact it will appear in your open folder or the outbound folder its a new outgoing message that hasn't received a response.

Frequently Asked Questions

I'm getting an error when sending an MMS message?

{"status":"error","message":"Workflow Extension: invalid MMS url or file extension"}

If you're getting this error, the way to solve this is to check the Media URL you have inserted into your SMS text message. It should be a hosted .gif, .png, .vcard, .jpg and include the full URL like...

Why does my Salesmsg action always send from the admin and not the Contact Owner?

It's most likely that your HubSpot account is not mapped with your Salesmsg account.
The admin of the team will have to log into the HubSpot settings found in the Salesmsg dashboard and make sure that your accounts are mapped to each other.

What timezone are my messages sent and received in?
Your timezone is dictated by the timezone you selected in your Personal settings. If you've never configured this, the default is the timezone that your web browser is set to.

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