We use Calendly with two separate calenders for prospects to book meetings with our sales team.
We are keen to create a workflow where the booking via each calender creates a ‘Deal’ at a particular stage ie ‘Demo Booked’ or ‘Discovery Call Booked’.
The booking should also then trigger a workflow where relevant nurture messages are then sent out ie confirmation of that booking.
As we have multiple Calendly calendars I can’t see a why to create the correct trigger. We don’t have Zapier available to us on our plan so can’t explore that and we don’t want to use Hubspots Meeting solution.
Hi @LBuscombe ,
You can use the “When a webhook is received” enrollment trigger to set this up. The tutorial video below will walk through the process of setting up a workflow that is run when a new Calendly event is scheduled.
Thanks, will take a look at the video - we don’t have access to have triggers of a webhook on our plan, its locked to us so not sure if that is an option here.
Hey @LBuscombe,
I assume you’re using the direct integration with Calendly to create the contact records in your account when a meeting is booked, correcT?
Have you tried pushing the booking event into your Hubspot account using an integration tool like Zapier, or Make.com?
To do this you’ll need:
Any Hubspot plan - No Enterprise Plan or Webhooks required.
Either - a Zapier Professional plan OR any Make.com plan.
If you’re putting this together without technical skills or access to a technical resource Zapier is a better option as the learning curve is easier.
There are 2 approaches you can take:
Keep the calendly integration in place then use Zapier to a) update the contact with any additional information the Calendly<>Hubspot integration doesn’t push in, then b) Create a deal for you wherever you want it in you pipeline. -- This is a good option as it the Calendly<>Hubspot integration does a nice job of mapping the questions and answers to the contact record for you, instead of having to do that through Zapier.
Remove the Calendly Integration, then both a) Create the contact, and b) Create the deal. This is slightly more work to set up, but you have complete control over how all the data is pushed into the system.
I don’t know if you resolved this but you can identify and use bookings of specific Calendly meetings as workflow triggers or goals using the ‘Meeting name’ tag which comes under Activities. If you title your specific types of sales call differently in Calendly then you should be able to identify specific meeting types within hubspot by setting trigger or workflow goal filters as “Meeting name contains any of XYZ”. The contains part is important otherwise it will expect the entire exact meeting title. If you filter for meeting activity when you’re looking at contact activity you can see how Hubspot is identifying your Calendly meetings clearly.
One picture shows how I’ve used this as a workflow goal and in the other I am creating deals based on someone booking an intro call with Calendly directly off the website and only want a deal set up if this is our first contact with them to avoid duplicates so have used this particular time filter. Once deals are created you can automate deal stage updates by triggering their entry into a seperate workflow where the sole function is to update the deal stage and use their booking of the next meeting type (and name) as the trigger.
Hope this helps anyone trying to work with Calendly in this way in the future!
I was actually able to get this to work. It is not 100% fool proof but it will work IF you do not have other tasks in the Q. I was using it a different way so you will need to add in one more step to my workflow. You would just do the, “Create Deal” after the trigger instead of update as I did. Here I what my workflow looks like:
You could enroll meetings with names containing certain keywords and meeting additional requirements you specify, then create a deal record.
Meetings in Workflows
What is it?
Meetings properties and automations are now available in workflows to help save time and automate tedious work!
Why does it matter?
Workflow automations can be created based on meeting bookings and meeting properties to save reps time and help progress deals forward.
How does it work?
When creating any workflow, users will now have access to any created meeting records and any properties on those meetings to use in automations.
Navigate to Automation > Workflows and click “create workflow from scratch”.
You can create a workflow that triggers when a meeting event is created by selecting Data values > Record created.
Select “Meeting” as the object for the trigger.
Complete the provided steps to define eligible records and re-enrollment settings.
Add any additional criteria to your workflow trigger (e.g. only trigger the workflow when call and meeting type is “discovery” or “demo”). You can also add additional criteria for objects associated to the current meeting (e.g. the associated contact or company).
Continue to build your workflow by adding any actions that should be completed when the meeting is created.
For example, you could choose to create a deal record anytime a demo meeting is booked and automatically assign the deal to the meeting owner.
Who gets it?
Marketing Hub Professional, Marketing Hub Enterprise, Data Hub Professional, Data Hub Enterprise, Sales Hub Professional, Sales Hub Enterprise, Service Hub Professional, Service Hub Enterprise, Smart CRM Professional, Smart CRM Enterprise
