SyncMatrix.
HubSpot logo + Google Calendar logo

Automate HubSpot & Google Calendar

Stop paying for mismatched spreadsheets. Sync data between HubSpot and Google Calendar 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 ["HubSpot"]
        T1(["All Forms List"])
    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 ["Google Calendar"]
        A1(["Add Attendees to Event"])
    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 Hubspot and Google Calendar operate independently, sales teams face significant challenges in managing their schedules. For instance, when a deal is closed in Hubspot, the associated meeting details fail to sync with Google Calendar, leading to missed appointments and lost opportunities. This forces team members to manually enter meeting times and details into Google Calendar, consuming valuable hours that could be spent on client engagement and follow-ups.

Top Ways to Automate HubSpot & Google Calendar

  • Automated Meeting Scheduling: Seamlessly sync HubSpot contacts with Google Calendar to automatically schedule meetings based on real-time availability, reducing the risk of double bookings and enhancing client interactions.
  • Instant Follow-Up Reminders: Trigger automated reminders in Google Calendar for follow-ups based on HubSpot deal stages, ensuring timely communication and increasing the chances of closing deals.
  • Centralized Event Management: Automatically create and update events in Google Calendar based on HubSpot marketing campaigns, allowing teams to coordinate efforts and track engagement without manual updates.

How to Build the HubSpot → Google Calendar Sync

  1. In Hubspot, navigate to the Webhooks section and create a new webhook that triggers on the 'deal.closed' event.
  2. Set the webhook URL to your intermediary service that will handle the incoming payload.
  3. In your intermediary service, listen for the webhook POST request from Hubspot. Extract the relevant data such as 'deal_id', 'meeting_time', and 'meeting_details' from the JSON payload.
  4. Construct a new JSON object for the Google Calendar API. Include the extracted 'meeting_time' as the start time and 'meeting_details' as the event description.
  5. Make a POST request to the Google Calendar API endpoint: https://www.googleapis.com/calendar/v3/calendars/primary/events with the constructed JSON object and the appropriate OAuth 2.0 token for authentication.

Developer Warnings & API Gotchas

  • Ensure that the 'meeting_time' extracted from Hubspot is in RFC3339 format, as Google Calendar requires this specific format for date and time fields.
  • Be cautious with time zone discrepancies; Hubspot may store times in UTC while Google Calendar might require a specific time zone adjustment based on user settings.
  • When constructing the event payload for Google Calendar, ensure that the 'event_id' is unique to prevent overwriting existing events with the same details.

Supported API Operations

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

  • When this happens in HubSpot... All Forms List
    Do this in Google Calendar Add Attendee(s) to Event
  • When this happens in HubSpot... CRM Object Property Recently Updated
    Do this in Google Calendar Create Calendar
  • When this happens in HubSpot... CRM Object Recently Created
    Do this in Google Calendar Create Detailed Event
  • When this happens in HubSpot... CRM Object Recently Updated
    Do this in Google Calendar Delete Event
  • When this happens in HubSpot... Company Recently Created or Updated
    Do this in Google Calendar Move Event to Another Calendar

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