New Calendly event with event type in Hubspot

[Christian_V]

Hey all,

another one that would make our life just a little easier: 

Our sales team uses Calendly (managed meetings) to schedule different types of meetings with (potential) cutomers - e.g. live demos, checkins, renewal calls etc. 

I'd like to get a report in Hubspot, how many events each type we had in a week.  

I have connected Hubspot with Calendly so new events are beingt synched. However, I cannot add an event type to the meeting so any report will just give me the total # of meetings but not the details. 

I tried with Zapier too but didn't find anything there either. 

Any ideas or workarounds? 

Thank you! 

Christian

[jolle · Accepted solution]

Thanks for the mention, @TitiCuisset!

And great question, @Christian_V!

I have a couple thoughts on how you could address this.

Option 1: Use custom Calendly questinos/properties

When you're bringing Calendly data into HubSptot, you have the option to bring over custom questions/answers through a workflow (more on that in this Calendly support article). You could feed this data directly into a custom "Metting Type" property that looks something like:

What type of meeting are you booking?

• Demo
• Check-in
• Renewal

You could then get that data into a HubSpot property and use it in your reporting.

Option 2: Leverage the Calendly event name

One of the datapoints that carries over from Calendly into HubSpot is the event name. This will come over as text, but you can trigger workflows/create lists based on the name. For example, if all of your renewal call events contain "Renewal" in the name, that should be an easy way to categorize them in HubSpot. This could require having your team use a separate Calendly link for each meeting type, but it would allow you to categorize everything nicely. 

If you're booking different types of meetings, you'll probably have different questions for the user (like renewal vs new prospect). It's probably not a bad thing to have separate meeting links based on the use case to create the most contextual experience for the contact.

Option 3: Use HubSpot Meetings

You may have a good reason for not using HubSpot Meetings, but it almost always ends up being a favorable alternative to Calendly. If you have Sales Professional or above, you can set the meeting type as it's scheduled (or set the default value for meetings directly booked by users) — more on that in this Knowledge Base article from HubSpot. Since HubSpot Meetings are native to HubSpot, reporting is much smoother and you don't have to deal with workflow workarounds for copying over data and such. Just wanted to throw this out as an option!

Hope this helps!!

[Christian_V]

Hey @TitiCuisset ,

Thanks a lot for your input! 

I have indeed played around with Option 2 already and it basically does the trick. Not as neatly as I would like (names are just not as "good" as tags 🙂 ) but it gives me the report I'd like to see. 

We looked into using Hubspot meetings but decided against them (back in the day). Let me recheck if this is a suitable option. 

Thank you again! 

Cheers

Christian

[SRabadi]

@Christian_V @jolle  Hey guys!

Christian, You mentioned you played around with Option 2 and were able to get it to do what you needed. I too need this, but any workflow I build around the Meeting Name to change the Call and Meeting Type in Hubspot does not actually update the Meeting Type. 

Could either one of you explain how you would make the workflow to do this?

[Christian_V]

Hey @SRabadi ,

our workaround was to create a report that does not rely on meetings types but rather the names of the events. 

So basically we are just counting all meetings with "demo" in the title to find out how many demo meetings we had. The naming is noted in calendly and consistent for all meetings...

Hope that helps!?

[TitiCuisset]

Hi @Christian_V 

Thank you for reaching out.

I want to tag some of our experts here - @ChrisoKlepke @jolle @Jonno_Price @Mike_Eastwood do you have any thoughts for @Christian_V on this? 

Thank you!

Best

Tiphaine

Thank you!

Best

Tiphaine