Are you looking to streamline your meeting scheduling while keeping your CRM data updated automatically? The Calendly HubSpot integration combines two powerful tools to help high-performing teams automate their scheduling processes, create instant connections with leads, and maintain accurate CRM records with minimal manual effort. One of the many possible Calendly integrations, Hubspot is a great CRM to go hand-in-hand with your scheduling tool. But that comes with some cons too. We'll cover everything in this article.
Meanwhile, we’ll introduce Zeeg, a scheduling platform that integrates seamlessly with Hubspot, and has some budget-frienfly options, while protecting your data with GDPR highest standards. But we’ll get to that later.
Introducing Calendly HubSpot integration
The Calendly HubSpot integration connects your scheduling platform with your CRM system to automate the time-consuming aspects of your marketing and sales processes. When someone books a meeting through Calendly, the integration automatically creates or updates contacts and activities in HubSpot, eliminating manual data entry and helping sales teams close deals faster.
With this connection, you can:
- Automatically create and update contacts in HubSpot when meetings are scheduled
- Track meeting activities (scheduled, completed, canceled, no-shows) in your CRM
- Enable instant scheduling from your website using Calendly Routing with HubSpot forms
- Embed Calendly on your HubSpot website and include scheduling links in HubSpot emails
- Collect information from custom questions and map them to HubSpot contact properties
- Track and measure activity from Calendly in HubSpot
When properly set up, the integration creates a seamless flow of information between your scheduling tool and your CRM, saving time for your team and improving the customer experience.
👉 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
Integrating Calendly with HubSpot offers several advantages for sales and marketing teams:
Time-saving automations
Every time a prospect schedules a meeting using Calendly, the integration ensures your HubSpot CRM stays up to date. New contacts are created automatically, and activities are logged without any manual work required.
This automation eliminates the need to switch between platforms or manually enter data, giving your team more time to focus on meaningful customer interactions rather than administrative tasks.
More qualified meetings
By adding Calendly-powered scheduling to your existing HubSpot forms, you can book qualified marketing leads as soon as they express interest. This immediate connection helps capture leads at their moment of highest interest, increasing 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
With Calendly's routing capabilities, you can automatically look up, match, and schedule 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 can address their needs.
The result is increased speed-to-lead and decreased follow-up time, giving your team a competitive advantage in closing deals.
How does the Calendly HubSpot integration work?
The integration's default behavior handles several key processes automatically:
Contact management
When a meeting is scheduled, HubSpot searches for the Calendly invitee's email in its database. If no matching contact exists, HubSpot creates a new contact using the invitee's name and email; However, if a matching contact is found, HubSpot updates their activity details without changing existing contact properties
Activity tracking
The integration logs various meeting activities in HubSpot, including scheduled meetings, completed meetings, canceled meetings and no-shows.
These activities appear in the contact's timeline, giving sales teams visibility into all interactions.
Custom questions and answers
Calendly allows you to add custom questions to your booking form to learn more about your invitees. The answers to these questions are passed to HubSpot and can be found under the Activity tab of the contact.
For additional functionality, you can map these custom answers to specific HubSpot properties using HubSpot Workflows (requires 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)
Calendly Standard plan provides the basic Calendly-HubSpot integration capabilities, making it suitable for professionals and small teams. With this plan, you can:
- Connect Calendly with HubSpot CRM
- Create and update contacts in HubSpot when meetings are scheduled
- Track meeting activities automatically
- Enjoy unlimited event types
- Connect multiple calendars
- Integrate with payment processors like Stripe and PayPal
- Automate meeting reminders
- Access 24/7 chat support
This plan provides the essential connection between your scheduling tool and CRM, allowing for basic automation of contact creation and activity logging.
Calendly Teams Plan ($16/seat/month)
Recommended for growing businesses, Calendly Teams includes all Standard features plus advanced routing capabilities:
- 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 like Marketo and Pardot
- Advanced admin features for managing team permissions
The Teams plan is ideal for sales teams looking to create inbound marketing momentum and close more deals through sophisticated routing capabilities.
Calendly Enterprise Plan (Starts at $15k/year)
Designed for large companies with complex needs, Calendly Enterprise plan includes:
- All Teams plan features
- Advanced routing with Salesforce lookup
- Microsoft Dynamics integration
- Dedicated account support
- Enhanced security features including SSO & SAML implementation
- Domain control capabilities
- Audit log compliance
- Data deletion API
- Security and legal reviews
For organizations with enterprise-grade requirements, this plan offers the highest level of customization, security, and support for the Calendly-HubSpot integration.
👉 If you want more details about Calendly pricing plans, have a look at our article:
Free HubSpot Plan limitations
If you're using HubSpot's Free Plan, you can integrate it with Calendly. But it's important to note that it only supports 10 custom properties. If your integration attempts to use more than 10 properties (including custom questions from Calendly), this could cause sync failures.
For businesses with extensive custom fields or questions, upgrading to a paid HubSpot plan may be necessary to ensure reliable integration performance. And in that case, prices are as follows:
- Hub Starter: starts at €15/mo/seat
- Hub Professional: starts at €792/mo (with 3 seats included)
How to set up the Calendly HubSpot integration
Connecting Calendly with HubSpot is a straightforward 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 integration with HubSpot, some users may need more customized workflows. Connecting Hubspot and Calendly through Zapier provides a flexible middle-layer solution that connects these platforms with additional automation options.
With Zapier's no-code platform, you can create custom workflows called "Zaps" that trigger specific actions when certain events occur. For example, when someone schedules a meeting in Calendly (the trigger), you can automatically create or update a contact in HubSpot (the action).
Popular Zapier templates for Calendly and HubSpot 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
Setting up these integrations is straightforward. First, choose Calendly as the trigger app and select an event like "Invitee Created." Then, choose HubSpot as the action app and define what happens when the trigger fires, such as "Create or Update Contact."
Zapier's automation platform saves time and reduces manual work by seamlessly connecting these tools. According to their statistics, 93% of customers say using Zapier has made them better at their job, and the average user takes less than 6 minutes to set up a Zap.
For advanced users, Zapier also offers AI capabilities that can extract, summarize, and transform data between Calendly and HubSpot, further enhancing your workflow automation possibilities.
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 based on various criteria. These features are particularly powerful when combined with HubSpot.
Routing from HubSpot forms
You can connect your HubSpot forms to Calendly's routing logic to send leads to the appropriate booking page based on form responses. This feature lets you route clients by fields on your HubSpot forms and/or embed Calendly routing with your HubSpot forms on your website.
To set up routing from HubSpot forms:
- In Calendly, select "+ New Routing form"
- Choose "Import an existing form"
- Select "Connect" to connect a HubSpot form
- 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 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, you can:
- Look up records by email domain or full email address
- Route based on contact or company ownership
- Add conditional logic for more sophisticated routing rules
- Send visitors to managed events, custom messages, or external URLs
Setting up routing with HubSpot lookup requires:
- Both Calendly and HubSpot admin privileges
- Matching email addresses between Calendly and HubSpot users
- Properly configured managed events in Calendly
How to map custom answers to HubSpot properties
To make the most of your integration, you can map responses from your Calendly form 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 you to automatically update contact or company property fields with information collected during the scheduling process.
Note: This feature requires a HubSpot Professional or Enterprise plan and cannot update properties for existing contacts.
Pushing meeting outcomes to HubSpot
When managing your meetings in Calendly, you can automatically update the meeting outcome field in HubSpot based on the meeting status. This ensures your CRM always reflects the current status of your scheduled appointments without manual updates.
To enable this feature:
- Visit your Integrations & apps page in Calendly
- Select HubSpot
- Enable the "Push event status to Hubspot meeting outcome field" option
This will automatically sync the meeting statuses to HubSpot (scheduled, completed, no-show, cancelled). This way teams can track meeting outcomes more effectively and get important data to analyze their appointment follow-through rates.
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 integration, you might encounter some 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, you may turn off HubSpot's calendar sync, though this will affect all events in HubSpot, not just Calendly events.
Duplicate events may also appear in HubSpot if you're using both Calendly's Zoom integration and HubSpot's Zoom integration.
Unwanted syncing of meetings
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 to create more selective rules.
HubSpot workflows not triggering
If your HubSpot workflows aren't triggering as expected, this is typically a HubSpot-specific issue. For troubleshooting, it's recommended to contact HubSpot support directly.
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.
Alternatives to integrate HubSpot with Calendly
If you're looking for alternatives to the direct integration between Calendly and HubSpot, you have a few options:
Zeeg + HubSpot: Smart scheduling with maximum privacy
Zeeg delivers complete HubSpot integration with more advanced data protection than Calendly. Starting at just $10 per user/month, Zeeg connects seamlessly with HubSpot while ensuring GDPR compliance through European data hosting and end-to-end encryption.
The integration handles all critical HubSpot functions automatically:
- Smart contact management: Zeeg searches for the invitee's email to either update existing contact activities or create new ones, while preserving existing contact properties.
- Intelligent ownership assignment: When a meeting host's email matches a HubSpot user, that person becomes the Contact Owner; otherwise, the contact remains unassigned.
- Comprehensive activity tracking: Each booking creates a detailed "Meeting - Zeeg" activity entry with event descriptions, location details, questions and answers, and current status.
- Effective status updates: The system automatically updates meeting statuses, adding "[Cancelled]" or "[Rescheduled]" to activity names as needed.
- One-way synchronization: Note that modifying meeting details directly in HubSpot won't change the Zeeg event, ensuring data integrity across platforms.
👉 For businesses seeking both powerful HubSpot integration and enhanced data security, Zeeg offers the perfect combination of functionality, affordability, and privacy compliance.
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: A GDPR-compliant and affordable alternative
It doesn’t matter if your company is based in the US, UK, EU, or any other region in the world. If you want data privacy with full GDPR compliance and end-to-end encryption, advanced scheduling options like Calendly at a good price, Zeeg offers a compelling alternative:
- Complete GDPR compliance
- Integrations with Hubspot, calendars like Google Calendar, Apple Calendar, and Outlook/Microsfot365, and much more
- Pay per appointment feature (through Paypal and Stripe)
- Smart lead routing with intake forms
- Automated workflows and meeting reminders
- Collective meetings and round-robin distribution
- Customizable booking pages and branding options Zeeg
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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