Associate Playbook Call/Meeting with Deal and Contact

[SCensor]

My organization's Sales team works primarily with Deals and Contacts. They have been using a playbook to log calls and meetings on open Deals when they have a call with a prospect.

When the calls and meetings are logged, they are only associated with the Deal by default. I understand that this is intended functionality from the Playbook documentation. Is there any way I can use a workflow or other functionality to automatically associate the call/meeting with the Contact record(s) as well, so they do not have to manually create the associations after every call/meeting?

[SCensor]

@HRoss47, I apprecicate you validating that this isn't just an us issue. I spoke with our CSM and it sounds like the best way forward right now is rep training as you suggested. Hoping to see this get on the playbook product roadmap in the future.

[Jaycee_Lewis]

Hey, @SCensor 👋 Thanks for the great question. Hopefully some community members will have specific suggestions for you. And here is the documentation on Managing Associations with Workflows. — Jaycee 

[HRoss47 · Accepted solution]

By default, playbooks log the call or meeting only to the record they’re opened from, so if the rep launches it inside a deal, HubSpot ties it just there. There’s no built-in way to make the same activity automatically attach to the related contact, too. Workflows can’t retroactively add associations for calls or meetings.

The only semi-automated options are:

Use the Log to all associated contacts checkbox when logging (easy to miss, but it helps).

Change rep habits slightly - open the playbook from the contact record instead of the deal, it’ll then link to both if that contact is tied to the deal.

For a proper fix, use a custom script via the HubSpot API (engagements API - associate engagement with contact ID). Some teams trigger this via webhook in a workflow when a call is created.