Recover missed Dialpad calls with a personalized text-back

Every 15 minutes, catch inbound Dialpad calls that were missed or went to voicemail since the last run, and recover each one with a personal text back plus a follow-up task in HubSpot.

Start by pulling recent calls from Dialpad using List Calls, filtered to inbound direction over a window covering roughly the last 15 to 20 minutes. Keep only calls that were missed, abandoned, or dropped to voicemail (skip anything that was answered), and skip any call the workflow has already handled on a previous run.

For each caller's phone number, normalize it to E.164 (Dialpad already returns E.164, but HubSpot contacts may be stored with parentheses, dashes, or no country code, so search on the last 7 to 10 significant digits when needed). Use HubSpot Search Contacts with a phone-number filter to find a matching contact. When there is a match, pull first name, lifecycle stage, most recent deal stage, and owner id. When there is no match, treat the caller as unknown.

Draft a short recovery SMS keyed to what you found. For a known contact, personalize by first name and keep it warm and specific, for example: 'Hi Sam, sorry we missed you. Is now a good time to try again?' For an unknown number, keep it brand-forward and inviting, for example: 'Thanks for calling Acme. We will ring you right back, or reply here if that is easier.' Respect the configured tone (warm, concise, or formal) and skip sending entirely if the current time is outside the configured business-hours window.

Send the drafted SMS with Dialpad Send SMS from the same Dialpad user or group number that received the missed call, so the caller sees a familiar number replying.

Then create a HubSpot task with Create Task. Assign the task to the matched contact's owner for known callers, or to the configured default rep for unknown numbers. Look up the owner with Get Owner if you only have the id. Set the task subject to something like 'Call back <caller>' (or the number for unknowns), include the Dialpad call link, the caller's HubSpot pipeline/deal context if known, and the exact SMS that was sent in the description, set the due date to later today, and associate the task with the matched contact record when there is one.

Let the user configure the SMS tone (warm, concise, or formal), the default assignee for unknown callers, and the business-hours window so nothing gets sent overnight or on weekends. Outside business hours, still record the missed call in the task list so the team can follow up first thing the next morning.