How to set up routing with HubSpot lookup

This article explains how to set up routing with HubSpot lookup in Calendly.

You can connect forms to your Calendly event types in two ways: 

• Calendly's native routing logic: Used fixed answers for basic routing. Learn more in How to create a Routing Form.
• HubSpot lookup with Calendly routing: Use data in HubSpot for more advanced routing. 

HubSpot lookup lets you: 

• Route by Contacts or Company objects in HubSpot. 
• Use standard or custom fields like company size or contact stage. 
• Send people to Managed events, custom messages, or external links. 

HubSpot lookup logic works with Calendly forms or imported forms like Marketo, HubSpot, or Pardot.

Before you begin

Calendly Requirements

• You must be an organization owner or admin.

• Owners and admins can grant edit permission on each individual form to specific users.

• HubSpot lookup requires Managed Events. 

HubSpot Requirements

• You'll need HubSpot free or paid plan.

• You'll need HubSpot admin privileges.

• The Calendly user must exist in HubSpot and have the ability to own the HubSpot objects described above (Contact, Company).

• Your Calendly and HubSpot emails must match. 

Managed Events

Routing with HubSpot lookup uses Managed Events. This allows you to apply a single event template across your organization for a consistent scheduling experience. This setup removes the need to create multiple routes for each team member, making the process easier.

For help setting up managed event types, see How to create and assign Managed Events.

Adding HubSpot lookup logic to a routing form

Step 1 – Set up your routing form

You have two options when setting up your routing form:

• Creating a Calendly routing form
• Importing a HubSpot, Marketo, or Pardot form. 

For more information on setting up your routing form, check out these articles:

Step 2 – Configure your routing logic

1. Navigate to the Logic tab of your Routing form.
2. Select + Create.
3. Configure your routing logic.
   
   • For routing with HubSpot lookup, select Use HubSpot lookup. Since each HubSpot setup is different, we recommend the following configuration for beginners.
     
     1. Choose your HubSpot object: Contact
     2. WHEN: Contact record is found...
        • Find record by: Using full email address
        • Full email address matching field: Email
     3. Optional: Select + Add condition to add an IF condition for more nuanced and advanced routes.
     4. THEN: Go to a Managed Event
        • Ownership field: Contact owner
        • Managed Event: Select the Managed Event of your choice.
     5. Select Save
     6. Select Publish form

For more information on how to embed your routing form, check out these resources:

Frequently asked questions