A HubSpot segment can be the recipient list for a WABA campaign. You choose the segment, TimelinesAI loads its contacts, fills your template’s variables from their HubSpot properties, and sends now or at a scheduled time. You can do all of it from inside HubSpot, or on the WABA campaigns page in TimelinesAI.

Campaigns to a HubSpot segment go out over the WhatsApp Business API (WABA) — the official channel Meta provides for messaging many people at once.

TimelinesAI can also send mass messages from a number connected by QR code, but those numbers aren't really intended for it, so there tends to be more risk involved.

Sending from a WABA number usually means:

No WABA number yet? See WhatsApp Business Accounts (WABA) integration with TimelinesAI to connect one.

✅ HubSpot connected to your TimelinesAI workspace → Check your HubSpot connection

✅ A WhatsApp Business (WABA) number available to you. Campaigns to a HubSpot segment are sent from a WABA number. → Check your WABA numbers

✅ A template approved by Meta. → Check your templates

✅ Any role except Collaborator. Agents, Teammates, Team supervisors, Admins and Owners can all create campaigns.

✅ Your HubSpot user matched to a TimelinesAI user in the connected workspace, by the same email.

Inside HubSpot, the TimelinesAI app has its own page with an Open campaigns button. You can reach it from three places:

Open campaigns opens the campaigns screen over your HubSpot page, so you stay in HubSpot while you work.

When you open the HubSpot segment tab, TimelinesAI asks HubSpot for your existing segments straight away — you don’t have to search first. The picker shows 50 at a time, in the order HubSpot returns them: oldest first. Show more at the bottom loads the next 50, and disappears once everything is loaded.

To find a segment that isn’t in the first batch, type part of its name in the search box and press Search. The search runs in HubSpot and covers every segment in your portal, matching any word of the name. You’ll need it most for a segment you created recently, since the oldest come first. The ✕ in the field clears the term and brings the default list back.

If the search finds nothing, you’ll see No segments match that name — check the spelling, or try a different word from the name. If your portal has no segments at all, you’ll see No contact segments in HubSpot yet. Create segment first, with a link that opens HubSpot so you can create one.

Each option shows the segment’s name and how many contacts HubSpot reports in it, for example Newsletter subscribers – 420 contacts. Long names are shortened to fit.

A campaign takes one segment: selecting another replaces the first.

A segment with 0 contacts can’t be selected — you’ll see a warning instead, since there would be nobody to message.

Load contacts reads the contacts from HubSpot and turns them into the campaign’s recipient list.

When it’s done you’ll see N contacts from {segment name}. Change segment takes you back to the picker and drops what was loaded.

Loading takes a snapshot. The contacts are copied into the campaign’s own recipient list at that moment, and the campaign keeps that list from then on. If the segment is a dynamic list in HubSpot — one that keeps updating itself — those updates don’t reach a campaign that has already loaded it: contacts added afterwards aren’t messaged, and contacts removed from the segment still are. To send to the current membership, load the segment again in a new campaign.

The count shown after loading is every contact taken from the segment, including those that can’t be messaged ( for example due to invalid phone number). Those are skipped at send and listed in the report with a reason, so the sent count is the one that tells you how many messages actually went out.

Switching between the Upload file and HubSpot segment tabs doesn’t lose what you selected, and neither does going back from the preview. Loading another segment, or uploading a file, replaces the current recipients.

Phone number column is where you tell us which HubSpot contact property holds the number to message. Whatever is in that property is the number we send to.

You can pick Phone number or Mobile phone number. We use only the one you pick — if a contact has nothing in it, they’re skipped, even if their number is in the other property. Pick the one your contacts actually use, and keep numbers in international (E.164) format.

If your template has variables, each one needs a value for every contact. Map it to a HubSpot contact property, to a fixed (fallback) value, or to both.

If the property is empty and there’s no fallback, that contact is skipped rather than sent a message with a blank in it, and the report later gives the reason — missing value for body {{1}}. WhatsApp rejects templates with empty variables, which is why the message can’t go out as-is.

Properties are shown with their HubSpot labels, not their internal names. These come with a segment:

Your campaigns and their reports are in the same place you created them: Open campaigns on the TimelinesAI app page in HubSpot, or the WABA campaigns page in TimelinesAI. Both show the same campaigns, however the campaign was made.

Every campaign is tracked the same way whether its recipients came from a segment or a file; the difference is that segment campaigns also carry where the list came from.

In the campaign list, each campaign shows its origin under its name — HubSpot segment or Uploaded file. The progress column accounts for everyone: sent, delivered, read, and how many were excluded.

For other issues with the integration, see HubSpot Integration Troubleshooting.

No. The recipients are fixed when you load the contacts. To include contacts added since, create the campaign again closer to the time you want it sent.

Nothing changes for campaigns already created. The segment's name is recorded with the campaign, so its summary and report keep showing the name it had when the list was taken.

Because the count shown when you load the segment includes every contact taken from it, including those that can't be messaged — a contact with no number, an unreadable number, or a WhatsApp group synced into HubSpot as a contact. They appear in the report as skipped, with the reason.

Usually because of the phone property you chose. Only the property selected under Phone number column is used, so a contact whose number lives in the other one is skipped. Check which property your contacts actually fill in, and create the campaign again with that one.

Yes. Duplicate numbers aren't removed, so each row is messaged. Clean the segment in HubSpot first if that matters.

Not yet. Today a segment comes with the standard properties listed under Template variables.