Set up routing with HubSpot lookup

Overview

This article provides instructions on how to set up routing with HubSpot lookup.

When connecting forms to event types within Calendly, you have two options:

  1. Calendly’s Native Routing Logic: Utilize fixed answer responses for streamlined routing. For more information on Calendly’s native routing logic, check out Getting started with Routing Forms.

  2. Add HubSpot Lookup to Calendly Routing Logic: Enhance your routing choices by leveraging the wealth of data in HubSpot.

    • HubSpot Objects:

      • Contact: Route visitors by their contact data in HubSpot.

      • Company: Route visitors by their company data in HubSpot.

    • Filtering/Routing Criteria: Utilize both standard and custom fields in HubSpot as conditions for routing, such as company size or contact lifecycle stage.

    • Destinations: Based on HubSpot data, direct contacts or companies to different destinations like Calendly Managed Events, custom messages, or external URLs. This allows for precise connection to specific teams or personalized messaging based on HubSpot data.

You can use HubSpot lookup logic in combination with Calendly forms or 3rd party routing forms such as Marketo, HubSpot, or Pardot.

Before you begin

Calendly Requirements

  • Routing with HubSpot is available for organizations on our Teams and Enterprise plans. Check out our Pricing and plans page for more information.

  • 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 An overview of managed events.

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 requires the use of Managed Events, ensuring uniform scheduling experiences by applying a single event template across your organization. By configuring a single Managed Event and assigning it to all potential account owners, you eliminate the need for manually creating dozens of routes for each team member, simplifying the set up process. To learn more about Managed Events, check out An overview of managed events.

Steps to create a Managed Event
  1. From the Event Types page, select Admin Center.

  2. From Templates, select Managed events.

  3. Select New Managed Event.

  4. Select either a One-on-one or Group event type. 
    Managed Event.gif

  5. Set up your event type to suit your needs.
    • Note: To ensure consistency across your team, it’s a good practice to lock the event settings by toggling the lock feature On. This way, only the Admin has the ability to adjust these settings. 

Steps to assign a Managed Event
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  1. Select Assign within the event type settings.

  2. You’ll then have the option to assign the event to Groups or People

  3. Select Assign group(s) or Assign people.

  4. Type in the name of the Group or People you’d like to add, then select Add.
    Assign Managed Event.gif

  5. From the Assign tab, you will see all the users that have this event assigned to them. You can choose to assign more users or groups, or unassign any users or groups.

Add HubSpot lookup logic to a Calendly form

Set up steps
  1. Select + New Routing form.

  2. Choose Create a new form and name your form.

  3. Add your question(s).

    • For example, First Name, Last Name, Email Address, or a variable answer like Location, Country, or Company Size.
      Routing Form.gif

  4. Navigate to the Routing Logic tab and select + Create.

  5. Configure your routing logic.

    • For more information on Calendly’s native routing logic, check out Getting started with Routing Forms. Additionally, check out Routing Forms Best Practices for information on best practices when creating routing forms.

    • For routing with HubSpot lookup, select Use HubSpot lookup. While every HubSpot instance is unique, we recommend users new to HubSpot routing use the following configuration when getting started:

      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.
          HubSpot Lookup.gif

      5. Select Save.

      6. Select Publish form.

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Add HubSpot lookup logic to a Marketo, HubSpot, or Pardot form

Set up steps
  1. To set up HubSpot routing from an existing Marketo, HubSpot, or Pardot form, begin by importing your form by following the steps in Set up routing from an existing Marketo formSet up routing from an existing HubSpot form, or Set up routing from an existing Pardot form

  2. Configure your routing logic.

    • For more information on Calendly’s native routing logic, check out Getting started with Routing Forms. Additionally, check out Routing Forms Best Practices for information on best practices when creating routing forms.

    • For routing with HubSpot lookup, select Use HubSpot lookup. While every HubSpot instance is unique, we recommend users new to HubSpot routing use the following configuration when getting started:

      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.
          HubSpot Lookup.gif

      5. Select Save.

      6. Select Publish form

Note

For information on how to embed a published form from Marketo, Hubspot, or Pardot, check out How to embed routing from Marketo forms, How to embed routing from HubSpot forms, or How to embed routing from Pardot forms

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