Trigger a workflow based of a Calendly booking

[LBuscombe]

Hi there,

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.

How else can we achieve this?

[NoFranchiseLeft]

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:

[AMills1]

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!


 

[John_Duboyski · Accepted solution]

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:

1. 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.
2. 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.

Does that all make sense?

[LBuscombe]

Thanks, just watched the video and unfortunately that option is locked to me.

[tcampb]

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.

https://www.youtube.com/watch?v=mb8FOpYPdU8

[LBuscombe]

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.