How to set up routing with HubSpot lookup

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

You have two options when connecting forms to event types:

1. Calendly’s Native Routing Logic: Use fixed answers for simple routing. Learn more in How to create a Routing Form.
2. HubSpot Lookup with Calendly Routing Logic: Use HubSpot data for more flexible routing options.
   • HubSpot Objects:
     • Contact: Route visitors by their contact data in HubSpot.
     • Company: Route by company data in HubSpot.
   • Filtering/Routing Criteria: Use standard or custom HubSpot fields like company size or contact stage.
   • Destinations: Send visitors to specific destinations like Calendly Managed Events, custom messages, or external URLs, based on HubSpot data.

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

Before you begin

Calendly Requirements

• Only organization owners and admins can establish a HubSpot form integration. However, owners and admins can grant edit permission on each individual form to specific users.

• Routing to an owner with HubSpot lookup requires the use of Managed Events, ensuring uniform scheduling experiences by applying a single event template across your organization. To learn more about Managed Events, check out Managed events overview.

HubSpot Requirements

• You'll need HubSpot free or paid plan.

• You'll need HubSpot admin privileges.

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

• Users in HubSpot must have the same email in Calendly in order to be matched as an Owner.

Managed Events

Routing with HubSpot lookup uses Managed Events, which allow 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 and select + Create.
2. 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: