Automate Calendly & HubSpot

Stop paying for mismatched spreadsheets. Sync data between Calendly and HubSpot in real-time, so you can manage your operations without the busywork.

Get This Workflow Built

Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Calendly"]
        T1(["Active Scheduled Events Dropdown"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["HubSpot"]
        A1(["Add Contact to List"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Calendly and HubSpot operate independently, critical data such as meeting details and attendee information can be lost. For instance, if a team member schedules a meeting through Calendly, the associated contact information and meeting notes may not automatically populate in HubSpot. This leads to manual data entry by the sales team, who must cross-reference Calendly notifications with HubSpot records, wasting valuable time and increasing the risk of human error in data entry.

Top Ways to Automate Calendly & HubSpot

Automated Lead Capture: Instantly sync new Calendly appointments to HubSpot, creating leads automatically and ensuring your sales team has real-time access to potential clients.
Seamless Calendar Management: Automatically update HubSpot with any changes made in Calendly, eliminating scheduling conflicts and ensuring all team members are on the same page.
Enhanced Follow-Up Workflows: Trigger personalized follow-up emails and tasks in HubSpot based on Calendly meeting outcomes, streamlining your engagement process and improving conversion rates.

How to Build the Calendly → HubSpot Sync

Set up a webhook in Calendly to listen for the 'invitee.created' event. This will trigger whenever a new meeting is scheduled.
Configure the webhook to send a POST request to your server endpoint (e.g., https://your-server.com/api/callback) with the payload containing the invitee's email, name, and meeting details.
On your server, extract the invitee's email, name, and meeting time from the webhook payload.
Use the HubSpot REST API to insert a new contact. Make a POST request to the endpoint https://api.hubapi.com/contacts/v1/contact with the following JSON payload: {"properties": [{"property": "email", "value": "[invitee_email]"}, {"property": "firstname", "value": "[invitee_first_name]"}, {"property": "lastname", "value": "[invitee_last_name]"}, {"property": "meetings", "value": "[meeting_details]"}]}.
Verify the response from HubSpot to ensure the contact was created successfully, handling any errors that may arise.

Developer Warnings & API Gotchas

Ensure that the email property in HubSpot is unique; otherwise, duplicate contacts may be created if the same invitee schedules multiple meetings.
Be cautious with the data types in the payload; HubSpot requires specific formats for date and time fields, which must match the format sent from Calendly.
Check the webhook configuration in Calendly to ensure it is properly set up; a misconfigured webhook may lead to missed events and incomplete data transfer.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Calendly... Active Scheduled Events Dropdown

Do this in HubSpot Add Contact to List
When this happens in Calendly... Contact Created

Do this in HubSpot Add Contact to Workflow
When this happens in Calendly... Contact Deleted

Do this in HubSpot Create Associations
When this happens in Calendly... Contact Updated

Do this in HubSpot Create COS Blog Post
When this happens in Calendly... Event Canceled

Do this in HubSpot Create CRM Object

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I can see you're looking at mapping Calendly to HubSpot. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?