Reference Calendly links as merge fields in HubSpot emails


This article outlines steps for those using the Calendly Salesforce package (version 2.3 or higher) and have created a custom formula field to look up a record owner's Calendly link. 

For additional information on how to create a custom formula field, check out this Help Center article: Dynamically referencing Calendly links in Salesforce email templates and buttons 


If you haven't already, you will need to connect and install HubSpot's Salesforce package before proceeding with the steps listed below. For step-by-step install instructions, check out this HubSpot article: Install the HubSpot-Salesforce integration 

Steps to setup
  1. From HubSpot, select the Marketplace icon in the top right-hand corner. 
  2. Under Manage, select Connected apps.
  3. Navigate to the relevant HubSpot record and click to add a new field mapping. These instructions will reflect mapping fields between Contacts. 
  4. Create a HubSpot field to hold the Calendly link, and then map it to the Salesforce field on the contact that looks up the Contact owner's Calendly link.
  5. Select Next.
  6. From Select the sync rule, select Always use Salesforce and click Save.
  7. When building an email in HubSpot, select Personalize.
  8. Choose the record type that has the synced Salesforce field and select the field. 
  9. Assign a default value if there is no owner link in Salesforce. Options such as a routing form or a round robin link may be ideal.
Using hyperlinked text 

If you are hyperlinking text in your email:

    1. Select More in the toolbar and choose Source code
    2. Locate the personalization token in your email, then add <a href=" before the token and "> Book time here. </a> after.
    3. Replace "Book time here." with the text you want to be hyperlinked.
    4. Save changes.
    5. Use HubSpot's preview feature to make sure the personalization token and fallback value work as you'd expect for different contacts. 
Using styled button

If you are using a styled button in your email:

    1. Select More in the toolbar and choose Source code.
    2. Locate the personalization token in your email, then copy and cut it out of the source code. NOTE: You should be able to identify it by the start {{ and end }}. The token should contain words that look like the name of the field. 
    3. Save changes.
    4. Add a button or edit an existing button on your email template. 
    5. Paste the personalization token in the Link URL field. 
    6. Save changes on your email.