topic Re: Meetings booked outside of Hubspot Meetings do not pull over from Google Calendar in Tips, Tricks & Best Practices

Meetings booked outside of Hubspot Meetings do not pull over from Google Calendar

RShaw02 — Tue, 04 Feb 2025 15:17:41 GMT

Hi all!

I have setup all the integration/connections needed for Google and Hubspot to function together (to the best of my knowledge)

The intention of moving our team into Hubspot was to accurately track ALL meeting interations our team is having with customers - this especially needs to include meeting invites sent by customer, or any situation where a meeting is not booked with the HS Meeting page.

So far, it looks like despite the Google Calendar connection being setup, Hubspot is unable to log these interactions in the system. Does anyone know if there's a way to fix this or is this just a limitation of Hubspot?

Re: Meetings booked outside of Hubspot Meetings do not pull over from Google Calendar

karstenkoehler — Tue, 04 Feb 2025 15:22:51 GMT

Hi @RShaw02,

Can you confirm you followed the steps here? https://knowledge.hubspot.com/integrations/use-hubspots-integration-with-google-calendar-or-outlook-calendar

Could you also check whether the meetings you're expecting to sync meet these requirements?

Best regards

Re: Meetings booked outside of Hubspot Meetings do not pull over from Google Calendar

RShaw02 — Wed, 05 Feb 2025 15:48:14 GMT

Yes! Followed all the steps to the letter.

All emails are pulling in as well. The disconnect seems to be really
specific to the non-HS created meetings. Would there be any other settings
that would filter those out or prevent them from being captured in HS?

Re: Meetings booked outside of Hubspot Meetings do not pull over from Google Calendar

KlemenHrovat — Fri, 07 Feb 2025 08:52:54 GMT

Do you have contacts for meeting attendees already created in HubSpot? Sometimes, I feel that the meeting is not logged if the contact is no yet created.

I just checked for one meeting from yesterday, that I scheduled directly on the google calendar, and I have it in my HubSpot.

Re: Meetings booked outside of Hubspot Meetings do not pull over from Google Calendar

RShaw02 — Fri, 07 Feb 2025 15:48:14 GMT

Ah that is a great clarification.

I think that would be the issue we are running into. In our use case we
were hoping to CAPTURE these contacts from meetings but it seems like this
would be a manual step our team needs to stake for each meeting to connect
each contact is that correct?

Re: Meetings booked outside of Hubspot Meetings do not pull over from Google Calendar

KlemenHrovat — Mon, 10 Feb 2025 06:42:02 GMT

You wanted to add meetings manually to your Google calendar and hoped that HubSpot would pick these manually created events and for the invited people create contacts automatically, right?

From what I know and understand, this won't work, you would first need to have the contact created in HubSpot and then HubSpot would log the meeting into the CRM.

Why not book calls via HubSpot's scheduling link? How do you get people to agree on a meeting that you then add manually to the Google calendar?

When I arrange a call with someone directly, I would still go ahead and book it via my scheduling link in their name. In that case, I make sure the contact in is HubSpot and they get the reschedule link.

Re: Meetings booked outside of Hubspot Meetings do not pull over from Google Calendar

RShaw02 — Mon, 10 Feb 2025 14:19:14 GMT

Super helpful thanks for the clarification.

Ultimately the goal is to drive everything through the Meeting/Booking
pages from HS but in many occasions invitations are sent from outside
partners/customers which can be tedious for manual entry (especially
because they tend to have high number of invitees - think sales training
for 100+ people)

Re: Meetings booked outside of Hubspot Meetings do not pull over from Google Calendar

KlemenHrovat — Mon, 10 Feb 2025 21:23:07 GMT

I see. Just found a tool that might save you the headache
https://getpavr.com/

It seems you can easily export all the guests on any google calendar invite to a csv. Once you clean up the list, you can import it to HubSpot and create all the contacts.
https://www.youtube.com/watch?v=hcL_pfJgzHg

Does this help?