topic Automatically Send Google Appointment Schedule Booking Details (Including Custom Fields) to HubSpot in Third-Party Apps

Automatically Send Google Appointment Schedule Booking Details (Including Custom Fields) to HubSpot

LPeranavan — Tue, 06 May 2025 06:10:04 GMT

I'm using the Google Appointment Scheduling feature available in Google Workspace to let customers book time with us. I want to automatically:

Capture the customer's information from the appointment booking form, including custom fields (like service type, notes, or location).
Send those details to HubSpot CRM to:
- Create a new contact (if they don't exist),
- Update an existing contact (if matched),
- Store the booking details in contact properties or log as an engagement (e.g., meeting).

Has anyone successfully:

Integrated Google Appointment Schedules with HubSpot CRM?
Found a way to pass custom form responses into HubSpot contact properties?

I'm open to using Google Apps Script, Zapier, Make (Integromat), or HubSpot Workflows—whichever works best.

Looking forward to any suggestions, sample workflows, or best practices!

Re: Automatically Send Google Appointment Schedule Booking Details (Including Custom Fields) to H...

BérangèreL — Tue, 06 May 2025 11:29:19 GMT

Hi @LPeranavan and welcome, it's a pleasure to see you here! 🤗

Thanks for reaching out to the HubSpot Community!

I'd love to put you in touch with our Top Experts: Hi @TomM2, @danmoyle, @sylvain_tirreau, @danielruch and @karstenkoehler do you and/or your customers use Google Appointment schedules? Do you know of a way to sync custom form responses with HubSpot to help @LPeranavan, please?

Have a fantastic day and thanks so much in advance for your help! ❤️
Bérangère

Re: Automatically Send Google Appointment Schedule Booking Details (Including Custom Fields) to HubS

sylvain_tirreau — Tue, 06 May 2025 12:28:16 GMT

Are there insurmountable constraints preventing you from using Hubspot's integrated appointment scheduling tool?

Re: Automatically Send Google Appointment Schedule Booking Details (Including Custom Fields) to HubS

danmoyle — Tue, 06 May 2025 18:40:20 GMT

Thanks for the tag @BérangèreL.

Hey there @LPeranavan. Is there a reason you're not using the HubSpot meeting scheuler tool? Their meeting links work really well, push data into Google calendars, and capture all the CRM information you need directly in the tool without integrations or third party iPaaS tools. Zapier and Make could probably do this for you, but I'm a fan of using the HubSpot tools since you're using HubSpot CRM.

Curious to know more!

Re: Automatically Send Google Appointment Schedule Booking Details (Including Custom Fields) to HubS

LPeranavan — Wed, 07 May 2025 00:18:38 GMT

We have many users that need access to just a custom object and the
calendar and the custom fields require a sales seat .. they have a core
seat and I’m not exactly keen to change seat just for the custom objects

Re: Automatically Send Google Appointment Schedule Booking Details (Including Custom Fields) to HubS

sylvain_tirreau — Wed, 07 May 2025 05:24:29 GMT

Ok.

The approach I recommend is to use Google Apps Script for step 1, and use the Hubspot API for step 2.

You trigger your script on your calendar (onEventUpdated), and use the Google Calendar API to read the custom fields (something like "event.extendedProperties.private").

You then query the Hubspot Contacts API (/crm/v3/objects/contacts/search). A little tip: you search in the primary emails as well as the secondary ones; it's more robust.

Depending on the result you receive, you can either POST (insert) or PATCH (upsert) your properties.

Finally, you create a "meeting" type engagement in Hubspot (/crm/v3/objects/engagements) by linking the contact ID and passing in your event properties.

Re: Automatically Send Google Appointment Schedule Booking Details (Including Custom Fields) to HubS

LPeranavan — Wed, 07 May 2025 05:36:33 GMT

Great thanks
Will get a developer to give that a go

Re: Automatically Send Google Appointment Schedule Booking Details (Including Custom Fields) to HubS

RubenBurdin — Thu, 21 Aug 2025 20:10:54 GMT

Hi @LPeranavan

You can actually capture those Google Appointment Schedule details by combining the Google Calendar API (reading extendedProperties for custom fields) with HubSpot’s CRM APIs. For contacts, you’ll want the Contacts API search endpoint

(https://developers.hubspot.com/docs/guides/api/crm/objects/contacts )

So you can match existing records by primary or secondary email, then create or update accordingly.

For logging the booking itself, you can use the Engagements API to create a “meeting” activity linked to the contactt

(https://developers.hubspot.com/docs/guides/api/crm/engagements/engagement-details )

That way the service type, notes, or location you collect in Google can sit alongside the HubSpot timeline events. If you don’t have in-house development, Zapier or Make can handle the basics, but they may not give you full flexibility for custom fields. A lightweight Google Apps Script trigger on event creation/updates is often the cleanest way to send exactly what you need.

Where many teams get stuck is in keeping all of this consistent as volume grows custom scripts start breaking with API limits or schema changes. That’s why some folks use Stacksync: it handles real-time two-way sync between CRMs, calendars, and databases, automatically managing auth, rate limits, and custom fields so your data stays reliable at scale.

Cuts down on the maintenance and lets your team focus on using the data instead of fixing the pipes.

Hope this helps.

Re: Automatically Send Google Appointment Schedule Booking Details (Including Custom Fields) to HubS

taylorsusanne76 — Mon, 12 Jan 2026 12:52:01 GMT

Hey @LPeranavan,

You can do this with Zapier or Apps Script, but it gets messy with custom fields and contact matching.
We’ve seen teams solve this cleanly by pushing bookings into HubSpot and letting LeadAngel handle contact updates, meeting logging, and routing. Much more reliable than DIY automations.