Calendly + HubSpot

Calendly's HubSpot integration syncs contact information and meeting activity to your HubSpot CRM. You can also send meeting recaps to HubSpot and use HubSpot forms or contact ownership to route invitees to the right team member.

Before you begin

You'll need the following:

• Calendly administrator privileges
• A HubSpot free or paid account with HubSpot admin privileges

What happens when an invitee books a meeting

Calendly checks whether the invitee already exists in HubSpot:

• If the invitee's email doesn't exist in HubSpot, a new contact is created.
• If the contact already exists in HubSpot, a meeting activity is added without changing the contact's existing details.

What Calendly sends to HubSpot

Contact properties

Calendly adds the invitee's name and email to new HubSpot contacts. It can also add the following information when available:

• Phone number: The invitee's phone number saved in Calendly.
• Calendly UTM source: The UTM source associated with the booking.

Meeting activity

Calendly creates a meeting activity in HubSpot with the following details:

• Type: Meeting
• Meeting Name
• Owner
• Contact
• Event Duration
• Attendee count

The meeting title appears as "Meeting-Calendly: {Event name}". You can find the meeting activity on the contact's timeline in HubSpot, not in the Meetings 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

1. In Calendly, go to Automations → Integrations & apps.
2. Find and select HubSpot.
3. Select Connect HubSpot.
4. Sign in to your HubSpot account, if prompted.
5. If you have multiple HubSpot accounts, select the account you want to connect, then select Choose Account.
   
6. Review the requested permissions, select the checkbox to confirm, then select Connect app.
   

You’ll be taken back to Calendly once the connection is complete.

Manage your HubSpot settings

After connecting HubSpot, you can manage what Calendly data syncs to HubSpot from your integration settings.

Syncing data

• Push Calendly events and contacts to HubSpot: Turn this on to sync Calendly events and contact information to HubSpot.
• Push meeting status to HubSpot meeting outcome field: Turn this on to sync Calendly meeting statuses to HubSpot, including scheduled, completed, no show, and canceled.
• Push meeting recaps to HubSpot: Turn this on to send Calendly Notetaker meeting recaps to HubSpot.

Sync events by group

Choose which Calendly users' events sync to HubSpot:

• Entire organization: Sync events from all users in your Calendly organization.
• Specific groups: Sync events from users in selected Calendly groups. Use Select groups to choose which groups to include.

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.

To map custom answers, such as job title or company name, to HubSpot contact properties, use HubSpot workflows.

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.

Troubleshooting HubSpot