Looking to automate your meeting scheduling while keeping your CRM data current? The Calendly integration with HubSpot combines two powerful tools to help sales teams automate their scheduling processes and maintain accurate CRM records. This guide covers setup, pricing, and troubleshooting for the HubSpot Calendly integration.
We'll also introduce Zeeg, a GDPR-compliant scheduling platform built specifically around CRM integration. Unlike traditional scheduling tools that treat appointments as isolated events, Zeeg makes sure that every appointment becomes a qualified lead with automatic CRM capture, conversation linking, and intelligent follow-up automation – perfect for European businesses requiring data sovereignty.
Introducing the Calendly HubSpot integration
The Calendly HubSpot integration connects your appointment scheduling platform directly with your CRM system to automate the most time-consuming aspects of your sales and marketing workflows. When prospects book meetings through Calendly, this integration automatically creates or updates contacts and activities in HubSpot.
This HubSpot Calendly integration enables your team to:
- Automatically create and update contacts in HubSpot when meetings are scheduled
- Track meeting activities including scheduled, completed, canceled, and no-show appointments
- Enable instant scheduling from your website using Calendly Routing with HubSpot forms
- Embed Calendly booking pages directly on your HubSpot website
- Include scheduling links in HubSpot email campaigns
- Collect information from custom questions and map them to HubSpot contact properties
- Track and measure all Calendly activity directly within HubSpot
The Calendly integration with HubSpot gives you an information flow between your scheduling tool and CRM, so you can save time while improving customer experience. Sales teams can focus on closing deals rather than managing administrative tasks.
👉 Interested in other Calendly integrations? Read more about:
- Calendly Zoom integration
- Calendly Salesforce integration
- Calendly Pipedrive integration
- Calendly for Outlook (Plugin, Add-in, Workflows)
- Calendly for teams
- Calendly with Google Calendar
Key benefits of connecting Calendly and HubSpot
Implementing the Calendly HubSpot integration delivers several concrete advantages for sales and marketing teams:
Time-saving automations: Every time a prospect schedules a meeting using Calendly, the HubSpot Calendly integration ensures your CRM stays current automatically. New contacts are created without manual intervention, and all activities are logged seamlessly. This automation eliminates the constant switching between platforms that typically slows down sales processes.
More qualified meetings: By adding Calendly-powered scheduling to your existing HubSpot forms, you can book qualified marketing leads immediately when they express interest. This instant connection captures leads at their peak engagement moment, dramatically improving conversion rates.
According to Max Friedman, CEO of Givebutter: "Our HubSpot form conversion rates have skyrocketed with Calendly Routing. We're now seeing 70% of qualified leads booking demos directly from our website."
Faster sales momentum: The Calendly integration with HubSpot includes powerful routing capabilities that automatically look up and match known HubSpot contacts with their assigned account owners. This eliminates lead follow-up delays and ensures prospects connect directly with the right team member who understands their needs.
The result is increased speed-to-lead response times and decreased follow-up delays that gives your sales team a competitive edge in closing deals.
How does the Calendly HubSpot integration work?
The HubSpot Calendly integration handles several key processes automatically once configured:
Contact management
When someone schedules a meeting through Calendly, HubSpot searches for the invitee's email in its database. If no matching contact exists, HubSpot creates a new contact using the invitee's name and email address. However, if a matching contact is found, HubSpot updates their activity details without modifying existing contact properties.
Activity tracking
The Calendly HubSpot integration logs comprehensive meeting activities in HubSpot, including:
- Scheduled meetings with complete details
- Completed meetings with outcome tracking
- Canceled meetings with cancellation reasons
- No-show appointments for follow-up purposes
These activities appear in each contact's timeline, giving sales teams complete visibility into all customer interactions.
Custom questions and answers
Calendly allows you to add custom questions to your booking forms to learn more about prospects. The answers to these questions flow directly through the HubSpot Calendly integration and appear under the Activity tab of each contact.
For more advanced functionality, you can map these custom answers to specific HubSpot properties using HubSpot Workflows, though this requires a HubSpot Professional or Enterprise plan.
Pricing options for Calendly and HubSpot integration
You can connect Calendly to HubSpot with all Calendly pricing plans, excluding the Calendly free tier. However, you should also look at how much Hubspot will cost you.
Calendly Standard Plan ($10/seat/month)
The Calendly Standard plan gives you the basic HubSpot Calendly integration capabilities which makes it suitable for professionals and small teams. This plan includes:
- Connect Calendly with HubSpot CRM
- Automatic contact creation and updates in HubSpot
- Meeting activity tracking
- Unlimited event types
- Multiple calendar connections
- Payment processor integrations (Stripe, PayPal)
- Automated meeting reminders
- 24/7 chat support
Calendly Teams Plan ($16/seat/month)
The Teams plan includes all Standard features plus advanced routing capabilities essential for the full Calendly HubSpot integration experience:
- Calendly Routing + HubSpot Marketing Forms integration
- HubSpot Lookup feature for matching contacts with account owners
- Round-robin meeting distribution
- Lead qualification and routing
- Connections with additional marketing platforms
- Advanced admin features for team management
Calendly Enterprise Plan (Starts at $15k/year)
Designed for large organizations, the Enterprise plan includes:
- All Teams plan features
- Advanced routing with Salesforce lookup
- Microsoft Dynamics integration
- Dedicated account support
- Enhanced security features including SSO & SAML
- Domain control capabilities
- Audit log compliance
👉 If you want more details about Calendly pricing plans, have a look at our article:
HubSpot Free Plan limitations
While you can use the HubSpot Calendly integration with HubSpot's free plan, it only supports 10 custom properties. If your Calendly integration with HubSpot attempts to use more than 10 properties, including custom questions from Calendly, this could cause sync failures.
For businesses with extensive custom fields, upgrading to a paid HubSpot plan ensures reliable integration performance:
- Hub Starter: starts at €15/month/seat
- Hub Professional: starts at €792/month (with 3 seats included)
How to set up the Calendly HubSpot integration
Connecting Calendly with HubSpot is a simple process:
- Visit your Integrations & apps page in Calendly
- Select HubSpot, then click "Connect HubSpot"
- Authenticate and grant access to your HubSpot account
- Select "Connect App"
Once connected, all scheduled meetings will automatically sync with HubSpot, creating or updating contacts and activities as needed.
Requirements before you begin
To successfully set up the integration, you'll need:
- Calendly administrator privileges
- For basic integration setup: HubSpot admin privileges
- For routing with HubSpot lookup: The Calendly user must exist in HubSpot and have permission to own HubSpot objects (Contacts, Companies)
- For email matching: Users in HubSpot must have the same email address in Calendly to be properly matched as an Owner
Note: The Free HubSpot Plan only supports 10 custom properties. If you exceed this limit, it could cause sync failures.
Zapier Calendly HubSpot connection
While Calendly offers a native HubSpot integration, some users need more customized workflows. Connecting HubSpot and Calendly through Zapier provides additional automation options beyond the standard Calendly integration with HubSpot.
Popular Zapier templates for the HubSpot Calendly integration include:
- Creating or updating HubSpot contacts from new Calendly invitees
- Creating HubSpot deals from new Calendly bookings
- Adding contacts to specific HubSpot lists when they schedule meetings
- Creating HubSpot form submissions from Calendly invitees
- Updating contact records when meetings are canceled
How to set up Calendly HubSpot routing
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Calendly's routing features (available on Teams and Enterprise plans) allow you to automatically direct leads to the right team member. These features work particularly well with the HubSpot Calendly integration.
Routing from HubSpot forms
You can connect your HubSpot forms to Calendly's routing logic, creating a seamless experience from lead capture to meeting booking. This aspect of the Calendly integration with HubSpot lets you route clients based on HubSpot form responses.
To set up routing from HubSpot forms:
- In Calendly, select "+ New Routing form"
- Choose "Import an existing form"
- Select "Connect" to integrate with HubSpot
- Activate the integration with your HubSpot credentials
- Choose which HubSpot form to import
- Build your routing logic based on form responses
- Copy the generated code and place it after the HubSpot form code on your website
Routing with HubSpot lookup
This advanced feature of the Calendly HubSpot integration automatically looks up contacts or companies in HubSpot and routes them to their assigned account owners. It eliminates manual reassignment and connects clients directly with their account managers.
With HubSpot lookup in the HubSpot Calendly integration, you can:
- Look up records by email domain or full email address
- Route based on contact or company ownership
- Add conditional logic for sophisticated routing rules
- Send visitors to managed events, custom messages, or external URLs
How to map custom answers to HubSpot properties
To maximize your Calendly integration with HubSpot, you can map responses from Calendly forms to specific HubSpot fields using HubSpot Workflows:
- Log in to your HubSpot account
- Navigate to "Automation" and select "Workflows"
- Create a contact-based workflow from scratch
- Set an enrollment trigger based on meeting activity
- Add an "Edit record" action to update the desired property with the Calendly response
This capability allows the HubSpot Calendly integration to automatically update contact or company property fields with information collected during scheduling.
Note: This feature is exclusively for the HubSpot Professional or Enterprise plans and cannot update properties for existing contacts.
Contact property updates
While the integration creates new contacts and logs activities seamlessly, it has limitations when handling existing contacts:
- For existing contacts, HubSpot will not update their contact properties (such as the contact owner and custom responses) through the basic integration
- HubSpot will only update the contact's activity details when they book new meetings
- Custom question responses for existing contacts will appear in the Activity tab but won't update the contact properties
To overcome this limitation, you'll need to set up HubSpot Workflows (as described in the "Mapping custom answers to HubSpot properties" section).
Email subscription management
When setting up workflows in HubSpot, you can use data from Calendly bookings to manage email subscriptions:
- Add contacts to subscription lists based on their responses to custom questions
- Remove contacts from certain email sequences based on meeting outcomes
- Trigger specific email campaigns after meetings are completed or canceled
This integration allows for more sophisticated email marketing based on actual meeting engagement.
How to create HubSpot workflows
To fully leverage custom data from Calendly in HubSpot, you'll need to set up workflows. Here's a more detailed guide on mapping custom answers to HubSpot properties. But again, let’s walk through what you need to make sure you can do this: 1) A HubSpot Professional or Enterprise plan; 2) HubSpot admin privileges; 3) A connected Calendly and HubSpot integration
Step 1 – Creating a workflow
- Log in to your HubSpot account
- Navigate to "Automation" in the main menu
- Select "Workflows"
- In the top right corner, select "Create Workflow" > "From Scratch"
- Select "Contact-based" and "Blank workflow," then click "Next"
Step 2 – Creating an enrollment trigger
- In the workflow builder, select your enrollment trigger to enter edit mode
- Select "When filter criteria is met"
- Under "Criteria" in the "Filtering on" section, select "Activity (Associated Object)" and search for "Meeting name"
- Set your criteria for filtering:
- Choose "Is known" to filter for all scheduled meetings
- Or select "Contains any of" to filter by specific event type names
- Select "Close editor" and "Save"
Step 3 – Editing a record
- Select the + sign beneath your enrollment trigger
- Under "Browse all actions," search for "Edit record"
- Under "Record type," select the record type you wish to update (e.g., Contact)
- Under "Property to edit," select the element you wish to update (e.g., Job Title)
- Under "Value," select the custom question response from Calendly that should map to this field
- Save your workflow and turn it on to activate
Remember that existing contacts cannot have their contact properties updated with these workflows automatically - this is most effective for new contact creation.
By implementing these additional elements, you'll have a more better understanding of how to effectively use and troubleshoot the Calendly HubSpot integration for your business needs.
Troubleshooting the Calendly and HubSpot integration
When using the Calendly integration with HubSpot, you might come across these common issues:
Duplicate events on your calendar: This can happen if you're using both Calendly's calendar sync and HubSpot's calendar sync simultaneously. To resolve this issue with the HubSpot Calendly integration, you may need to turn off HubSpot's calendar sync, though this affects all events in HubSpot, not just Calendly events.
Unwanted syncing of meetings: By default, all scheduled meetings for team members in your Calendly organization sync to HubSpot through the integration. If you want to limit which meetings or users sync in your Calendly HubSpot integration, consider using Zapier's Filter app to create more selective rules.
HubSpot workflows not triggering: If your HubSpot workflows aren't triggering as expected with the Calendly integration with HubSpot, this is typically a HubSpot-specific issue. For troubleshooting, contact HubSpot support directl
How to disconnect Calendly from HubSpot
If you need to disconnect the integration, follow these steps:
Step 1: Disconnect in Calendly
- Visit your Integrations & apps page in Calendly
- Select HubSpot
- Click "Disconnect"
Once disconnected, scheduled Calendly meetings will no longer pass information to HubSpot.
Step 2: Uninstall the Calendly app in HubSpot
- In your HubSpot account, select the Marketplace icon in the navigation bar
- Under Manage, select "Connected apps"
- In the Calendly app, select "Actions" and then "Uninstall"
- Type "uninstall" to confirm
Note: Uninstalling the app will not delete existing Calendly data in HubSpot.
Step 3: Delete properties in HubSpot (optional)
If you no longer need the Calendly integration and want to remove related HubSpot properties:
- In HubSpot, select the settings icon
- Navigate to Properties in the sidebar menu
- Select "groups"
- Hover over "Details from Calendly meetings" and select "View details"
- Check all properties within the group and select "Archive"
- Return to the group and select "delete"
Be aware that deleting properties will remove any data stored in those custom properties, though contacts themselves will not be deleted.
Best practices for using Calendly with HubSpot
To get the most out of your Calendly HubSpot integration, consider these best practices:
Use HubSpot workflows strategically
Take advantage of HubSpot's workflow capabilities to extend the integration's functionality:
- Map responses from Calendly custom questions to contact records
- Add contacts to HubSpot subscription email lists based on their answers
- Create follow-up tasks for sales reps after meetings
- Trigger nurture campaigns based on meeting outcomes
Include Calendly links in HubSpot email outreach
Incorporate Calendly scheduling links directly in your HubSpot email campaigns to make it easy for recipients to book time with your team. This reduces friction in the scheduling process and increases conversion rates.
Monitor your metrics
You should review your scheduling and conversion data regularly and optimize it if needed:
- Track how many form submissions result in scheduled meetings
- Measure the time between lead capture and first meeting
- Analyze which team members are booking the most meetings
- Identify any bottlenecks in your scheduling process
Keep your routing logic simple at first
When implementing routing with HubSpot lookup, start with basic routing rules before adding complex conditions. This approach makes it easier to troubleshoot and refine your process over time.
Bottom line: Should I connect HubSpot to Calendly?
There’s no doubt that integrating Calendly with HubSpot offers great automation benefits for sales and marketing teams. The integration allows for automatic contact creation, activity tracking, and intelligent lead routing – all features that can streamline your workflow and enhance customer experience.
However, it's important to consider some limitations: Calendly's pricing starts at $10/user/month, making it more expensive than Calendly alternatives that also connect to Hubspot. And for businesses concerned with data privacy, Calendly's US-based data hosting may not provide the same level of GDPR compliance as European-based solutions. Additionally, Calendly lacks integration with Apple Calendar (iCloud), which can be problematic for teams using Apple devices.
Other limitations include potential syncing issues with existing contacts, the need for paid HubSpot plans to access workflow features, and limited customization options in lower-tier plans. But that’s just because Hubspot isn’t a very cheap tool when your company starts growing…
Zeeg-HubSpot: Where scheduling meets CRM intelligence
While Calendly offers basic HubSpot integration, Zeeg takes a fundamentally different approach by treating appointment scheduling as an integral part of your CRM strategy. Built specifically for European businesses requiring GDPR compliance, Zeeg delivers the only scheduling platform designed around complete customer relationship management.
Appointment-first CRM integration
Unlike traditional scheduling tools that simply push meeting data to your CRM, Zeeg creates a seamless connection where every appointment becomes a qualified lead automatically. When prospects book meetings through Zeeg, the platform doesn't just create contact records – it builds complete customer profiles with conversation context, follow-up automation, and conversion tracking from initial booking through deal closure.
The Zeeg HubSpot integration includes:
- Smart contact management with automatic lead qualification
- Permanent conversation linking between appointments and CRM records
- Intelligent ownership assignment based on team member email matching
- Comprehensive activity tracking with detailed meeting status updates
- One-way synchronization that maintains data integrity
European data sovereignty without compromise
For businesses operating under strict compliance requirements, Zeeg provides complete GDPR compliance through German-hosted servers and end-to-end encryption. Your appointment data and customer information remain within European borders, eliminating compliance concerns while maintaining professional scheduling capabilities.
Transparent pricing that scales with your business
Zeeg's pricing structure addresses the hidden costs often associated with CRM integrations:
- Professional: €10/month per user (billed annually) – Advanced scheduling with full HubSpot integration
- Business: €16/month per user (billed annually) – Team collaboration and power user features
- Scale: €30/month per user (billed annually) – Enterprise-level capabilities at SMB prices
Complete calendar support
Where Calendly falls short with Apple Calendar integration, Zeeg provides native support for:
- Google Calendar with two-way synchronization
- Apple Calendar (iCloud) integration
- Microsoft 365 and Exchange connectivity
- Outlook calendar management
This calendar support makes sure that your entire team can use their preferred calendar platform while maintaining centralized HubSpot CRM data.
Advanced routing with CRM intelligence
Zeeg's routing capabilities go beyond basic assignment by using CRM data to make intelligent decisions about lead distribution. The platform automatically matches prospects with the most appropriate team member based on their HubSpot contact history, deal stage, and account ownership – ensuring every appointment connects prospects with someone who understands their complete customer journey.
For teams seeking a scheduling solution that treats appointments as the foundation of customer relationships rather than isolated events, Zeeg provides the CRM-integrated approach that turns every meeting into a trackable business opportunity.
Frequently Asked Questions about Calendly HubSpot Integration
Q: Does the Calendly HubSpot integration work with the free version of Calendly?
A: No, the Calendly integration with HubSpot is not available with Calendly's free plan. You need at least the Calendly Standard plan ($10/user/month) to connect with HubSpot. However, you can use the HubSpot Calendly integration with HubSpot's free plan, though it's limited to 10 custom properties.
Q: Will the HubSpot Calendly integration update existing contacts in my CRM?
A: The basic Calendly HubSpot integration will update activity details for existing contacts but won't modify their contact properties. To update contact properties for existing contacts, you'll need to set up HubSpot Workflows, which requires a HubSpot Professional or Enterprise plan.
Q: Can I use the Calendly integration with HubSpot for team scheduling?
A: Yes, but you'll need Calendly's Teams plan ($16/user/month) or higher to access advanced routing features. The HubSpot Calendly integration supports round-robin distribution, lead qualification, and routing based on HubSpot contact ownership.
Q: Does the Calendly HubSpot integration sync meeting outcomes automatically?
A: Yes, you can enable automatic meeting outcome syncing in your integration settings. The HubSpot Calendly integration will update meeting statuses (scheduled, completed, no-show, cancelled) directly in HubSpot without manual intervention.
Q: What happens if I have duplicate calendar syncing between Calendly and HubSpot?
A: Running both Calendly's calendar sync and HubSpot's calendar sync simultaneously can create duplicate events. To resolve this issue with your Calendly integration with HubSpot, you may need to disable HubSpot's calendar sync, though this affects all HubSpot events, not just Calendly ones.
Q: Can I map custom questions from Calendly to HubSpot properties?
A: Yes, but this requires HubSpot Workflows (Professional or Enterprise plan). The Calendly HubSpot integration passes custom question responses to HubSpot, where they appear in the Activity tab. You can then create workflows to map these responses to specific contact properties.
Q: How much does it cost to use both Calendly and HubSpot together?
A: The minimum cost for the Calendly integration with HubSpot is $10/user/month for Calendly Standard plus your HubSpot plan costs. HubSpot's free plan works with the integration, but paid plans start at €15/month/seat for additional features. The full-featured HubSpot Calendly integration with advanced routing requires Calendly Teams ($16/user/month).
Q: Can I disconnect the Calendly HubSpot integration without losing data?
A: Yes, you can disconnect the Calendly integration with HubSpot at any time. Historical data in HubSpot from your previous integration will remain intact, but new meetings won't sync after disconnection. You can also uninstall the Calendly app from HubSpot's Connected Apps section.
Q: Does the HubSpot Calendly integration work with other calendar platforms?
A: The Calendly HubSpot integration works independently of your calendar connections. You can sync Calendly with Google Calendar, Outlook, or other calendars while maintaining the HubSpot integration. However, be aware that multiple calendar syncs might cause duplicate events.
Q: Are there alternatives to the Calendly integration with HubSpot?
A: Yes, you can use Zapier to create custom workflows between Calendly and HubSpot, or choose alternative scheduling tools like Zeeg that offer native HubSpot integration. Zeeg provides a GDPR-compliant alternative to the Calendly HubSpot integration with European data hosting, starting at $10/user/month with a free plan available.
Q: What permissions do I need to set up the Calendly HubSpot integration?
A: You need administrator privileges in both Calendly and HubSpot to set up the basic integration. For advanced features like HubSpot lookup routing, the Calendly user must exist in HubSpot with permission to own contacts and companies. Email addresses must match between platforms for proper contact ownership assignment.
Q: Can I use the HubSpot Calendly integration for multiple teams or departments?
A: Yes, the Calendly integration with HubSpot supports multiple teams. With Calendly Teams or Enterprise plans, you can set up different routing rules for different departments and automatically assign meetings to the appropriate team members based on HubSpot contact ownership or form responses.
Sources:
- Calendly help center: Calendly + Hubspot
- Calendly help center: How to set routing from Hubspot Forms
- Calendly help center: How to map custom answers to HubSpot properties
- Calendly help center: Routing with HubSpot lookup FAQs
- Calendly help center: How to set up routing with HubSpot lookup
- Calendly help center: How to embed routing from HubSpot forms
- Hubspot Marketplace: Calendly integration
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