schedules meetings from Outlook not appearing in contacts

[EGONZALOPALOM]

hi

when we schedule a meeting from Outlook to a contact existing in Hubspot, we don't see this meeting schedule in contact activity (or meetings). 

i remember this was possible in the past, for your info, the calendars are syncronized. 

we can see the meeting in the schedules in Workspace, but we need in the contact activity to complete with the meeting report notes. thank you

[karstenkoehler]

Hi @EGONZALOPALOM,

For a meeting to sync, these requirements must be met: https://knowledge.hubspot.com/integrations/use-hubspots-integration-with-google-calendar-or-outlook-...

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• When a meeting is created from your connected calendar, the meeting will only log on the timeline of contacts that already exist in your HubSpot account. HubSpot will not automatically create contact records if the guests do not already exist in your HubSpot account. 
• For the meeting to appear in your contact's timeline, the guest must be using the same email address in their contact record's Email property.
• HubSpot automatically prevents any events from being added for members of your organization based on email domain (your portal’s target and connected domains), and existing users. Events will also not be created from any @hubspot.com email addresses. 
• Any events created prior to the integration will not be synced to HubSpot, even if guests in such events exist as a contact in your HubSpot account and have the same email address in the Email property. Only events created in Google and Office 365 while the integration is active will be synced to the contact's timeline.
• For recurring meetings, HubSpot will only sync the first event in the series. If another event in the series changes, or attendee response changes, the updated event will sync to HubSpot. For example, if someone cancels one particular week for a regular weekly meeting, it will trigger that week's event to sync to HubSpot.
• HubSpot's calendar sync does not sync private calendar events to your HubSpot account. If a public event is later changed to private, the engagement will remain in your HubSpot account, but changes to the event will no longer sync. 
• Once a meeting has been created, adding attendees to the meeting engagement in HubSpot won't add them to the calendar event. To avoid this issue, you can make a small change to the meeting's description at the same time you're adding attendees, then click Save and send update. 
• Group emails that are added as attendees in the meeting event invite will not be synced to HubSpot. Instead, invite each group member individually to the meeting event.

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Can you confirm that's the case?

Best regards

[RubenBurdin · Accepted solution]

Hi @EGONZALOPALOM 

Let’s sort it out step-by-step.

1. Quick clarifying question first: are you booking from the same Outlook 365 (or desktop) account that is connected as your primary calendar in Settings → General → Calendar ? I'm assume yes, but tell me if not so we don’t chase wrong advices.

2. HubSpot only logs the event when a) at least one invited guest already exists as a contact and the invitee’s email exactly match the Email property, b) the organiser is the connected user, and c) the meeting is created after calendar sync was enabled — older events never back-fill. See the calendar sync guide: https://knowledge.hubspot.com/integrations/use-hubspots-integration-with-google-calendar-or-outlook-... 

3. Make sure the meeting visibility in Outlook is Public, not Private; private items are ignored by HubSpot and any later update stop syncing. Same note here in the Community: https://community.hubspot.com/t5/Sales-Integrations/Meeting-won-t-appear-in-HubSpot/m-p/881974 

4. HubSpot pulls only the first occurrence of a recurring series; further instances appear only when that specific date is edited, so recurring weekly sync might look incomplete

5. Events saved on secondary or shared calendars do not sync — HubSpot watch the default calendar only. Double-check the dropdown when you create the invite

6. Fast test: create a brand-new one-off meeting on your primary calendar, invite one contact already in HubSpot, leave it Public, save, and wait two minutes. If it appears, the rule above was the blocker; if still missing, disconnect then reconnect the Outlook calendar and try again.

7. For 100 % reliability many teams click the HubSpot Sales add-in → Schedule a meeting button inside Outlook rather than New Meeting; that path stamps the engagement immediately on the contact and opens the note field you need. Guide here: https://knowledge.hubspot.com/integrations/schedule-a-meeting-with-a-contact-in-a-record

8. If you require every organiser in the company to follow these rules, consider a short checklist or internal training video so no one forget the Public flag or wrong calendar.

Hope that’s useful.

[EGONZALOPALOM]

hi

thank you, I understand now better how is sync, 

definetely I was in one of the exclusions detailed in your answer

regards

engràcia