Calendly + HubSpot

Overview

Calendly's HubSpot integration can automatically create or update HubSpot contacts and activities as meetings are scheduled, so you can keep your CRM up-to-date. When a Calendly meeting is scheduled or canceled, HubSpot will:

  • Create contacts
  • Create and update activities
  • Update custom questions and responses

Before you begin

What the integration does

The HubSpot integration has the following default behavior:

Contacts Contact owner Activites
  • When an event is scheduled, HubSpot will search for the Calendly invitee's email in HubSpot.
  • If HubSpot does not find a matching contact, then HubSpot will create a new contact, using the Calendly invitee's name and email.
  • If HubSpot does find a matching contact, HubSpot will not update their contact properties (such as the contact owner and custom responses). However, HubSpot will update the contact's activity details. 

How to integrate 

Follow the steps listed below to integrate your Calendly account with HubSpot. 

Integration steps
  1. Visit your Integrations & App page.
  2. Under Sales and CRM, select HubSpot.
  3. Select Connect HubSpot.
  4. Select Create a new HubSpot account or Sign in to your HubSpot account. 

    Integrate HubSpot.gif
  5. Authenticate and grant access to your HubSpot account, then select Connect App.

    Authenticate Calendly.gif

Calendly custom questions and answers

In Calendly, you can add custom questions and answers to your booking form, to learn more about your invitee. Calendly will pass answers to any custom questions you've created in Calendly. 

Calendly Invitee Questions.png

In HubSpot, you can locate the questions and answers under the Activity tab of a Contact:

HubSpot Invitee Questions.png

For contacts already in HubSpot, HubSpot will not update the responses in the contact properties. The responses under contact properties will stay the same, even if the contact books another meeting.

Mapping custom answers to HubSpot properties

If you want responses from your Calendly form to map to additional fields you may use in HubSpot, such as job function, company name, or industry, you can use HubSpot Workflows. For setup instructions, check out Mapping custom answers to HubSpot properties

Routing 

When routing from HubSpot forms or with HubSpot ownership lookup, available to users on our Teams and Enterprise plans, you can automatically route leads and prospects to the most suitable team member - whether based on expertise, availability, or directly to their account owner. This reduces manual effort and ensures every meeting is scheduled with the appropriate team member. To learn more, check out Routing from HubSpot forms and Routing with HubSpot lookup.

How to disconnect Calendly from HubSpot

Follow the steps listed below to disconnect your Calendly account from HubSpot.

Step 1: Disconnect in Calendly
  1. In Calendly, visit your Integrations & apps page.
  2. Select HubSpot.
  3. Select Disconnect
    Disconnect_hubspot.png

Once disconnected, scheduled Calendly events will no longer pass information to HubSpot. 

Step 2: Uninstall the Calendly app in HubSpot
Follow the steps below, or consult HubSpot's Disconnect Apps from HubSpot, to uninstall the Calendly app.

  1. In your HubSpot account, select the Marketplace icon in the main navigation bar.
  2. Under Manage, select Connected apps.
  3. In the Calendly app, select Actions, and select Uninstall.
    In_HupSpot__uninstall_Calendly.png
  4. Type uninstall then select uninstall.

Note: Uninstalling the Calendly app in HubSpot will not delete any existing Calendly data in HubSpot. If you'd like to delete custom properties, proceed to the next step.

Step 3: Delete properties in HubSpot (optional)

Follow the steps below if you no longer need to use the Calendly integration, and you'd like to remove any HubSpot properties that were used for Calendly custom questions and answers.

Note: If you delete properties, any data stored in custom properties will also be removed. The contact will not be deleted. 

  1. In your HubSpot account, select the settings icon in the main navigation bar.
  2. In the left sidebar menu, navigate to Properties.
  3. Select groups.
  4. Hover over Details from Calendly meetings, and select View details.
    delete_properties.png
  5. Check all properties within the group and select Archive.
  6. Return to the Details from Calendly meetings group, and select delete

Troubleshooting

I have duplicate events. 

Duplicate events may occur on your Google or Outlook calendar calendar if you are using both Calendly's calendar sync and HubSpot's calendar sync. To prevent this from happening, you may choose to turn the HubSpot calendar sync off. Note that doing so will impact all events in HubSpot, not only Calendly events. 

You may also notice duplicate events in your HubSpot instance if you're using both Calendly's Zoom integration and HubSpot's Zoom integration

Events for all users and teams in my Calendly organization are syncing to HubSpot.

By default, all scheduled events for all team members in your Calendly organization will sync to HubSpot. If you want to filter the events or users that sync to HubSpot, consider using Zapier's Filter app

I'm having some issues with my HubSpot workflows not triggering.

If you're encountering any difficulties or issues with HubSpot workflows, as this is not a Calendly feature, we recommend reaching out to HubSpot support for assistance with troubleshooting.