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HubSpot

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Calendar Support Team
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Calendar's HubSpot integration automatically synchronizes meeting data with the CRM to eliminate manual data entry. When a meeting is scheduled, canceled, or rescheduled via Calendar.com, the integration instantly creates or updates HubSpot contact records, logs activity, and maps custom questions to contact properties.
 

Feature Highlights

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

Prerequisites

  1. You must have a Calendar Pro Plan to use the HubSpot integration.

Steps

  1. Login to Calendar.com.
  2. Click on your Workspace.
  3. Select Integrations (top menu).
  4. Select HubSpot, then in the pop-up, click the button 'Grant HubSpot Access.'
  5. Select Connect App.

Detailed Behavior

The HubSpot integration has the following default behavior:

Contacts:

  • When an event is scheduled, HubSpot will search for the Calendar invitee's email in HubSpot.
  • If HubSpot does not find a matching contact, then HubSpot will create a new contact using the Calendar.com invitee's name and email.
  • If HubSpot does find a matching contact, HubSpot will not update their contact properties (such as the contact owner), 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 Calendar booking will not change the contact owner. 
  • If your Calendar user’s email does not match your HubSpot user’s 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
  • Title (will have the format Meeting - Calendar.com:  {Event name})
 
Note: Calendar's integration does not interact with HubSpot's Meeting tool. Calendar’s 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.
  • On reschedule, the existing activity will be deleted, and a new activity gets created with new event metadata.
  • 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 date and time: If you make changes to the date or duration of a scheduled meeting within HubSpot, these changes will not reflect in Calendar.
 

Calendar Custom Questions and Answers

In Calendar, you can add custom questions and answers to your booking form to learn more about your invitee. Calendar will pass answers to any custom questions you've created. The image below shows your Calendar booking form and how those questions and answers show up in HubSpot.
 
In HubSpot, you can locate the questions and answers under the Activity tab of a Contact:

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.
 

Disconnecting Calendar.com from HubSpot

  1. In Calendar.com, visit your Integrations page.
  2. Select HubSpot.
  3. Select Disconnect. Once disconnected, scheduling events will no longer pass information to HubSpot.
  4. Uninstall the Calendar app in HubSpot. Follow the steps below, or consult HubSpot's Disconnect Apps from HubSpot, to uninstall the Calendar app.
    1. In your HubSpot account, select the Marketplace icon in the main navigation bar.
    2. Under Manage, select Connected apps.
    3. In the Calendar app, select Actions, then select Uninstall.

 

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