HubSpot

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.

What can the integration do?

When a Calendly meeting is scheduled or canceled, HubSpot will:

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

Installation

Before you begin...

  • You must be a Calendly owner or admin to authenticate HubSpot for your organization.
  1. Visit your Integrations page.
  2. Select HubSpot.
  3. Select Connect HubSpot to authenticate and connect.
  4. Select Connect App.

Out-of-the-box behavior

The HubSpot integration has the following default behavior:

Contacts:

  • 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. 

Contact owner:

  • 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

Activities:

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 an event is canceled or rescheduled by either party, the activity will be updated and both parties will be notified. Canceled events 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 events 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.

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. The image below shows your Calendly booking form and how those questions and answers show up in HubSpot:

HubSpot_questions.png

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

hubspot_custom_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. That way, responses will update in your selected property fields for your contact property or company property. Note that HubSpot Workflows is available on HubSpot Professional or Enterprise plans.

To do so, log in to HubSpot and navigate to Automations, then Workflows. Then:

Create an Enrollment Trigger and:

  1. Select Activity Property as filter type.
  2. Select Meeting name.
  3. Select Contains any of.
  4. Add new/Create option Calendly.
  5. Select Apply Filter.

Then, add an Action and:

  1. Scroll to Contact properties.
  2. Select Copy contact property value.
  3. Set the Source contact property to a Calendly value, such as (Calendly Custom Answer 1, 2, 3...10). 
  4. Set the Target Property Type to Contact Property.
  5. Set the Target Property to a specific HubSpot contact property you want to populate with a value from one of previously copied Calendly custom answers. (For example, you should select Job Function as the specific contact property if you have a related Calendly custom question on your booking form, "What is your job function?").

workflow_hubspot_hc.png

Once you are complete with your workflow, you can run a test and enroll an existing contact to see if it would meet the enrollment criteria based on the workflow you created:

hubspot_workflow_test_hc.png

Once the workflow is saved, you can choose to enroll newly added contacts who meet the trigger criteria or enroll pre-existing contacts who already meet the trigger criteria. Depending on your selection, this will either map Calendly's custom answers to contact or company properties on newly added HubSpot contacts moving forward or pre-existing HubSpot contacts as of now.

turn_on_workflow_hc.png

Once the workflow is turned on, any new Calendly meeting that is scheduled will be passed to HubSpot with "Calendly" in its meeting name and enrolled into the workflow. The Calendly custom answer you've specified will be copied to the specific HubSpot contact property field you've designated. 

How to disconnect Calendly from HubSpot

Step 1: Disconnect in Calendly

  1. In Calendly, visit your Integrations 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 that 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 that 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.