Routing with HubSpot lookup FAQs

Overview

This article contains common questions and answers related to Calendly routing with HubSpot lookup.

What types of records can I do lookups for an owner on in HubSpot?

Calendly can lookup an owner for a:

  • Contact
  • Company

What is required for my Calendly and HubSpot accounts to work together with the lookup routing feature?

For routing with HubSpot lookup to function correctly between Calendly and HubSpot, the email address you use to log in to Calendly must match the email address used for your HubSpot account. This alignment ensures that Calendly can accurately access and utilize your HubSpot data for routing purposes.

I’m not able to select the “Company” object in my routing logic. How do I enable "Company" as a lookup object?

As an existing HubSpot user, in order to select Company as a lookup object in Calendly's routing logic, you’ll need to disconnect and then reconnect your HubSpot integration from the Integrations page in Calendly. This step is necessary to update permissions allowing Calendly to access company data from HubSpot. Disconnecting and reconnecting your HubSpot account will not affect any of your existing settings or configurations in Calendly.

How can I route meeting requests to a specific contact or company owner instead of a Managed Event?

To direct meeting requests to a specific contact or company owner, add a routing condition specifying the Contact Owner is {owner ID}. Then, turn off the "use ownership" option and select the specific individual’s Event Type as the destination. This setup allows you to personalize the routing based on ownership within HubSpot.

To locate a HubSpot Owner ID:

  1. From your HubSpot dashboard, select the the Settings icon in the top right-hand corner.

  2. From the Settings menu, under Data Management, select Properties.

  3. From the Search properties search bar, search Contact Owner.

  4. Select the Contact owner property.

  5. The Internal value field associated with each user is the Owner ID.

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How does Calendly handle email domain lookup when routing with HubSpot?

When performing an email domain lookup, Calendly uses the primary email address domain found in HubSpot to match the contact or company. This ensures that routing decisions are based on accurate and current email domain information from your HubSpot CRM.

Does the order/sequence of my routes matter? 

Yes! The HubSpot account ownership route should be first priority, so Calendly can search for a CRM match before applying other routing rules (if there isn’t a match).

Why use a Managed Event for ownership-lookup?  

Instead of manually creating multiple routes for every single potential owner on your team, a Managed Event lets you create one route to one Managed Event type (that is assigned to all potential account owners). To learn more about Managed Events, check out An overview of managed events.

Is a Managed Event like a template?  

Yes, admins create and control Managed Events so the routing form scheduling experience is consistent, regardless of who the account owner may be.

So does the Managed Event for the ownership-lookup need to be general?

Yes, ideally a title and description that applies to all potential account-matched scenarios, such as “Account Check in: Meeting to touch base and answer questions.