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:
- Calendly administrator privileges
- A HubSpot free or paid account with HubSpot admin privileges
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:
- 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.
- If HubSpot finds a matching contact, then the contact will keep the original contact owner. The new Calendly booking will not change the contact owner.
- If your Calendly user email does not match with your HubSpot user email, then HubSpot will set the contact owner as unassigned.
When an invitee schedules a meeting, a new activity will be created with the following:
- Type: Meeting
- Meeting Name
- Owner
- Contact
- Event Duration
- Attendee count
The title will have the format Meeting-Calendly: {Event name}.
Note: Calendly's integration does not interact with HubSpot's Meeting tool. Calendly meetings will not show under HubSpot's Meeting tool.
Making changes to events:
When a meeting is canceled or rescheduled by either party, the activity will be updated and both parties will be notified. Canceled meetings will update the activity as [Canceled] <event name> in HubSpot. The activity does not disappear, giving you a complete history of activity for the account.
Event duration:
Calendly meetings with a duration of less than 15 minutes will be displayed as a Meeting with a 15 minute duration in HubSpot. If you make changes to the date or duration of a scheduled meeting within HubSpot, these changes will not reflect in Calendly.
How to connect HubSpot
Follow the steps listed below to integrate your Calendly account with HubSpot.
- Visit your Integrations & App page.
- Select HubSpot, then Connect HubSpot.
- 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.
In HubSpot, you can locate the questions and answers under the Activity tab of a Contact:
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:
- Visit your Integrations & App page.
- Select HubSpot.
- Enable the Push event status to Hubspot meeting outcome field option.
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.
- In Calendly, visit your Integrations & apps page.
- Select HubSpot.
- Select Disconnect.
Once disconnected, scheduled Calendly meetings will no longer pass information to HubSpot.
- In your HubSpot account, select the Marketplace icon in the main navigation bar.
- Under Manage, select Connected apps.
- In the Calendly app, select Actions, and select Uninstall.
- 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.
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.
- In your HubSpot account, select the settings icon in the main navigation bar.
- In the left sidebar menu, navigate to Properties.
- Select groups.
- Hover over Details from Calendly meetings, and select View details.
- Check all properties within the group and select Archive.
- Return to the Details from Calendly meetings group, and select delete.
Troubleshooting HubSpot
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.
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.
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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