Sync canvass results, notes, and RSVPs from CallHub campaigns to NGP VAN

Once your NGP VAN integration is connected, CallHub can sync survey responses, Activist Codes, event RSVPs, and contact notes to VAN for you, so your team keeps one complete contact history inside VAN with no manual copy-paste.

This article shows you how to use VAN data in each campaign type: Call Center, SMS Broadcast, and Voice Broadcast, and what to expect when the results sync back.

Syncing your campaigns to VAN means:

You keep a single, complete contact record. Survey responses, Activist Codes, RSVPs, and agent notes all appear on the voter's VAN record alongside your other canvassing data.

You avoid duplicate outreach. Because contact history syncs automatically, organizers working in VAN can see who was already reached by phone or text and skip them.

You preserve the context your agents capture. Qualitative notes like "wants a yard sign" or "call back after 6 pm" reach the organizers who work in VAN, instead of staying trapped in CallHub.

Before you start

• Set up the NGP VAN integration on your CallHub account. Campaign-level sync will not work without it.
• You need a CallHub account with permission to create campaigns.
• Adding VAN elements while creating a campaign takes about 5 minutes. Results sync back to VAN after contacts are reached.

⚠ Events are available only when VAN is connected in My Campaign mode. If you connected VAN in My Voters mode, event data cannot be synced or used in your campaigns. Choose the right mode when you connect, because it determines what you can sync.

Call Center campaigns

Collect survey responses and apply Activist Codes

Use this when you want agents to record voter answers during calls and have those answers flow back to VAN automatically.

1. Create a Call Center campaign.
2. In the Script section, add one or more Survey Questions imported from VAN. Agents will record voter answers to these during calls.
3. To apply an Activist Code automatically based on an answer, map the code to the survey response. For example, if the answer to "Will you become a member?" is "YES," the Activist Code Member is added to the VAN contact automatically.

Map an Activist Code to a survey answer, and CallHub applies it in VAN for you.

Tag contacts with Activist Codes

You have two tagging options while configuring the campaign:

1. Under Tags available to agents, choose the Activist Codes agents can apply manually based on how the conversation goes.
2. Under Choose VAN activist code to tag all contacted people, pick a code to apply automatically to every contact whose conversation notes an agent saves.

Agent tags are manual; the "tag all contacted people" code is applied automatically.

Collect event RSVPs

1. In the campaign creation flow, go to the Script section.
2. Click Question, then click RSVP.

Add an RSVP question from the Script section.

3. Select the VAN Event from the dropdown and add it to your script.
4. Ask your agents to answer all three RSVP questions on every call: the shift the volunteer is RSVPing to, the role they will perform at the event, and the RSVP status (for example, Confirmed or Declined).

Agents must complete all three questions for the RSVP to sync.

ⓘ CallHub marks the RSVP in VAN only when all three questions are answered. If an agent skips any of them, the RSVP will not sync for that contact.

Sync agent notes to VAN

Notes your agents save against a contact during a Call Center campaign sync to the voter's VAN record automatically. Each note appears under the contact's Notes section in VAN, along with a Contact History entry showing how and when the voter was contacted. There is nothing extra to configure: the CallHub Notes field is mapped to the VAN Notes field by default.

Here is what VAN records for each synced note:

ⓘ The Contacted By field in VAN shows the CallHub integration user, not the individual agent who wrote the note. VAN sets this from the API user automatically and it cannot be changed.

ⓘ Note sync is one-way, from CallHub to VAN. Existing VAN notes are not pulled into CallHub, and editing or deleting a note after it has synced does not update it in VAN. Notes that exceed VAN's maximum length are shortened to fit and still sync. Empty notes are skipped.

SMS Broadcast campaigns

Use this to tag contacts in VAN based on your text outreach.

1. Create an SMS Broadcast campaign.
2. Select an imported Activist Code for contacts reached by text message.
3. Optionally, select a second Activist Code for contacts who reply to your broadcast.

Set separate codes for contacted and responding contacts.

Voice Broadcast campaigns

Use this to tag every VAN contact your recorded-message campaign reaches.

1. Create a Voice Broadcast campaign.
2. Select an imported Activist Code. Every VAN contact reached by the broadcast is marked with that code back in VAN.

The chosen code is applied to all contacts the broadcast reaches.

Notes and limits

⚠ Event data only works in My Campaign mode. If your VAN connection uses My Voters mode, events cannot be synced or added to campaigns.

ⓘ Notes, survey responses, and codes sync only for contacts that are unambiguously matched to a VAN person. Contacts without a VAN match are skipped, so nothing is ever written to the wrong voter record.

✓ If you want a running record of every conversation in VAN, encourage agents to save a short note on each call. Notes sync automatically with the correct date, time, and contact method, so organizers in VAN see the full story without extra work.

FAQs

Do I need to set anything up for notes to sync to VAN? 
No. Once your NGP VAN integration is connected, the CallHub Notes field is mapped to the VAN Notes field by default. Notes agents save will sync automatically.

Why does the note in VAN show the integration user instead of my agent's name? 
VAN sets the Contacted By field from the API user that writes the record, and this cannot be overridden. The note text, date, time, and contact method are still recorded accurately.

An RSVP didn't appear in VAN. What happened? 
The agent likely skipped one of the three RSVP questions (shift, role, or status). All three must be answered for CallHub to mark the RSVP in VAN.

Can I pull my existing VAN notes into CallHub? 
No. Note sync is one-way, from CallHub to VAN. Notes already in VAN stay in VAN.