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Calendly + HubSpot

 

Calendly’s HubSpot integration connects your meetings with your CRM. It automatically adds or updates contacts and meeting activity in HubSpot.

When a Calendly meeting is scheduled, canceled or marked as a no-show, HubSpot will:

  • Create contacts if the invitee isn't already in HubSpot
  • 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 supports only 10 custom properties. If you go over this limit, syncs may fail.

What the integration does

When someone books a meeting with Calendly:

  • If the invitee’s email is not in HubSpot, a new contact is created with their name and email.
  • If the contact already exists, HubSpot adds the meeting activity, but does not change the contact's details or owner.
  • If the Calendly user’s email doesn’t match their HubSpot email, the contact owner is marked “unassigned.”

What HubSpot adds to the contact

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 meeting title appears as "Meeting-Calendly: {Event name}". These activities are logged under the contact’s timeline, not in HubSpot’s Meeting tool.

What happens when meetings change

Canceled or rescheduled meetings:

  • HubSpot updates the activity and notifies both parties.
  • Canceled meetings show “[Canceled]” at the beginning of the meeting title.
  • HubSpot keeps past meetings for reference.

Meeting length:

  • HubSpot rounds any meeting shorter than 15 minutes up to 15 minutes.
  • If you edit meeting length in HubSpot, it won’t update in Calendly.

Connect HubSpot to Calendly

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

  1. Go to your Integrations & apps 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

Calendly passes responses to your custom questions to HubSpot. You can find them under the Activity tab of the contact in HubSpot.

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.

Map custom answers to HubSpot properties

To map Calendly form responses, like job title or company name, to additional fields in HubSpot, use HubSpot workflows. 

Sync meeting outcome

You can sync the invitee’s Calendly meeting status with HubSpot’s meeting outcome field. This field will show whether a meeting was scheduled, completed, marked as a no-show, or canceled.

To turn this on, go to the HubSpot page in your Calendly account and enable the option labeled Push meeting status to HubSpot meeting outcome field.

Routing with HubSpot

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

This saves time and ensures fast follow-ups. For more details, check out Routing from HubSpot forms and Routing with HubSpot lookup. 

Disconnect HubSpot and Calendly

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

Step 1 – Disconnect in Calendly
  1. Go to your Integrations & apps page.
  2. Select HubSpot.
  3. Select Disconnect. 

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.
  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 – (Optional) Delete Calendly properties in HubSpot

If you are no longer using the Calendly integration, you can remove the HubSpot properties tied to Calendly custom questions. 

Note: Deleting these properties will remove any stored data, but contacts will stay in your account. 

  1. In HubSpot, select the settings icon in the main navigation bar.
  2. In the left sidebar, go to Properties.
  3. Select groups.
  4. Hover over Details from Calendly meetings, and select View details.
  5. Select all properties in the group and choose Archive.
  6. Return to the Details from Calendly meetings group, and select delete. 

Troubleshooting HubSpot

I have duplicate meetings on my calendar.

You may have duplicate meetings if you're using both Calendly's and HubSpot's calendar sync.

To fix this, consider turning off HubSpot's calendar sync. Keep in mind that this will impact all events in HubSpot, not just Calendly events.

Duplicate Zoom events can also appear if you're using both Calendly's and HubSpot's Zoom integration. 

All Calendly meetings 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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