Calendly + HubSpot

Calendly’s HubSpot integration syncs meetings with your CRM, automatically creating or updating contacts and activities. When a Calendly meeting is scheduled, canceled or marked as a no-show, HubSpot will:

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

Before you begin

You'll need the following:

Note

The Free HubSpot Plan only supports 10 custom properties. If 10 properties are exceeded, this could cause sync failures.

What the integration does

The HubSpot integration has the following default behavior:

Contacts Contact owner Activities
  • When a meeting 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 connect HubSpot 

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

Integration steps
  1. Visit your Integrations & App page.
  2. Select HubSpot, then Connect HubSpot.
  3. Authenticate and grant access to your HubSpot account, then select Connect App.

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. 

Custom Invitee Question.png

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

HubSpot Activity Page, Custom Invitee Answers.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

Push meeting outcome

If you want to automatically update the meeting outcome field in HubSpot based on the meeting status in Calendly, you can enable the push option to update the following status:

  • Scheduled
  • Completed
  • No-show
  • Cancelled

To enable the option to push meeting status from Calendly to HubSpot:

  1. Visit your Integrations & App page.
  2. Select HubSpot.
  3. Enable the Push event status to Hubspot meeting outcome field option.
    Hubspot meeting outcome field.png

Routing 

With HubSpot forms or ownership lookup (available on Teams and Enterprise plans), you can automatically route leads to the most suitable team member based on expertise, availability, or account ownership.

This reduces manual effort and ensures meetings are assigned to the right person. For more details, check out Routing from HubSpot forms and Routing with HubSpot lookup

How to disconnect 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 meetings 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 HubSpot

I have duplicate events on my calendar.

Duplicate events may appear on your Google or Outlook calendar if you’re using both Calendly's calendar sync and HubSpot's calendar sync.

To avoid this, you may choose to turn the HubSpot calendar sync off. you can turn off HubSpot's calendar sync. Keep in mind that this will impact all events in HubSpot, not just Calendly events. Note that doing so will impact all events in HubSpot, not only Calendly events. 

You might also see duplicate events in HubSpot if you're using both Calendly's Zoom integration and HubSpot's Zoom integration

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

By default, all scheduled meetings for team members in your Calendly organization sync to HubSpot. If you want to limit which meetings or users sync, consider using Zapier's Filter app

My HubSpot workflows not triggering.

If your HubSpot workflows aren’t triggering, please note that this is not a Calendly feature. For troubleshooting, we recommend contacting HubSpot support.  

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