Hi everyone -
We are using Calendly for scheduling our sales meetings, and having a couple of hiccups with getting the data we need over to HubSpot.
Yes, we have tried HS meetings, but the options are not robust enough for what we need. Please don’t start off by asking if we’ve tried HS meetings.
A prospect books in Calendly which creates a contact. I then have Zapier create a deal and bring in some information to the deal level.
(1) How can we get the meeting associated with a deal through automations of any kind? Right now the Calendly meeting is just associated with the contact - I know we can manually make that connection but wondering if there’s any automation that I missed.
(2) The meeting type is also not coming over with Calendly - similar question, anything I can do to bring this over?
Thanks!
Hi @SDavisCT,
Great questions! Here’s what I would suggest.
For the association, are you using the create engagement step in Zapier? If so, you can input the deal id from the create deal step you mentioned in your zap.
If you’re creating a deal after the fact, you can associate the deal with the contact, which should automatically associate the meeting to the deal.
Regarding the meeting type, I tried using Zapier’s API Request step to update a meeting without success. I’m not sure if meeting type can be updated via API (Accounts Dashboard | HubSpot). A workaround may be to put the meeting type in the title or meeting body instead of using the meeting type.
Let me/the community know if questions/issues remain.
@RSchweighart Thanks so much! I was able to get Zapier’s “add engagement” to work. I really, really appreciate this direction - it’s going to make a big difference!!
It looks like you’re using Calendly for scheduling sales meetings and I share my experience for your needs:
Automate Meeting-Deal Associations- Since meetings from Calendly are being associated with contacts rather than deals, you can automate the association using Zapier. Set up a Zap that triggers when a new meeting is logged in HubSpot (via Calendly), then searches for the corresponding deal based on contact information (like email) and associates the meeting with the found deal. Alternatively, use HubSpot workflows if available, to create an automation that links deals and meetings based on shared criteria. Transfer Meeting Type Information- To ensure that the meeting type from Calendly transfers over to HubSpot, use custom fields in Calendly and map them through Zapier to HubSpot properties. This way, the specific type of meeting will be recorded in HubSpot at the contact or deal level.
If you’d like more assistance with integrating Calendly and HubSpot or optimizing your current setup, Cloudify can help! As a HubSpot gold-certified agency partner, we specialize in ensuring seamless integrations and automation for a smoother workflow.
