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HubSpot Integration

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Nik Fowler
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The HubSpot integration in Calendar.com (a.k.a.: Calendar) can automatically create HubSpot contacts and activities as meetings are scheduled, rescheduled, or canceled allowing you can keep your CRM up-to-date.
 

What can the integration do?

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

Prerequisites:

You must be on a Calendar Pro Plan to use the HubSpot integration.
 

Installation:

  1. Visit your Integrations page in Calendar.
  2. Select HubSpot.
  3. Click on GRANT HUBSPOT ACCESS to authenticate and connect.
  4. 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 with 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 existing activity will be deleted and 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:

 
Step 1:  Disconnect in Calendar.
  1. In Calendar.com, visit your Integrations page.
  2. Select HubSpot.
  3. Select Disconnect. 
Once disconnected, scheduled Calendar timeslots will no longer pass information to HubSpot. 
 
Step 2:  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
  1. Type “uninstall” then select uninstall.

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