NGPVAN Integration with CallHub Campaigns

Want the canvass answers, Activist Codes, RSVPs, and notes your agents record on a call to land on the voter's NGP VAN record automatically? Once your NGP VAN integration is connected, a Call Center campaign can sync all of that back to VAN in real time as your agents work. This article is for campaign managers running a Call Center campaign on a connected VAN account.

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 organizers working in VAN can see who was already reached by phone and skip them. And 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

• Connect NGP VAN to CallHub and import the contact list you plan to call. Campaign-level sync will not work without it.
• You need a CallHub account with permission to create campaigns.
• Adding VAN elements while creating the campaign takes about 5 minutes. Results sync back to VAN as agents save calls.

⚠ Events are available only when VAN is connected in My Campaign mode. If you connected in My Voter mode, event data can't be synced or used in this campaign. Reconnect in My Campaign mode first if you want to collect RSVPs.

Collect survey responses and apply Activist Codes

1. Create a Call Center campaign.

2. In the Script section, add one or more Survey Questions imported from VAN. Agents 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. 

   

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. 

   

Collect event RSVPs

1. In the campaign creation flow, go to the Script section.
2. Click Question, then click RSVP.
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'll perform at the event, and the RSVP status, for example Confirmed or Declined.

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

Sync agent notes to VAN

Notes your agents save against a contact during the 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's nothing extra to configure: the CallHub Notes field is mapped to the VAN Notes field by default.

Here's 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 can't be changed.

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

Notes & limits

ⓘ  Notes, survey responses, and codes sync only for contacts 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 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 can't 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.