New Calendly booking to HubSpot and Slack starts a run each time someone books a call with you on Calendly. It adds them to HubSpot as a contact, or updates the contact if they're already there, and posts the booking in a Slack channel. This article shows how to install it and fill in each step.

Who can do this

Workspace Admins and Editors. Templates are on every plan. HubSpot ◇ is on paid plans: on Free you can set the template up, and publishing asks for a paid plan. A booking reaches the trigger only once the workflow is published. See Premium connections on the Free plan.

Before you start

You can also add a connection from the step itself while you set it up.

Steps

Install it

  1. On Workflows, select the arrow beside + New workflow, then From a template.
  2. In Search templates, type Calendly.
  3. On New Calendly booking to HubSpot and Slack, select Use this template.
  4. In Install into, choose the workspace or project, then select Install as a draft.
  5. The toast says Installed as a draft, for example New Calendly booking to HubSpot and Slack is in Consulace. Connect Calendly, HubSpot and Slack, then publish. An app it doesn't name had one connection in the workspace, and the template has chosen it. Select Open it. The workflow opens in the designer with three steps.

Fill in the steps

  1. Select When someone books a call (Calendly · Invitee booked).
    • Choose the Calendly Connection.
    • Whose bookings starts at Mine. Choose Everyone in the organisation for your whole Calendly organisation, which needs an organisation owner's or admin's token.
    • Event type is empty, which means every event type. Choose one, such as Discovery call, to start runs for that one only.
  2. Select Add them to HubSpot (HubSpot · Create or update a contact).
    • Choose the HubSpot Connection.
    • Email is already {{ trigger.email }}, the email of the person who booked.
    • Under Properties, each row is one of HubSpot's contact properties, by its label. First Name is already {{ trigger.name }}. Add any other property you want filled, such as Lifecycle Stage.
  3. Select Tell the team (Slack · Post a message).
    • Choose the Slack Connection.
    • In Channel, choose where bookings go, such as #sales.
    • Message already says who booked, which event, when, and links to the contact in HubSpot. Change it if you like.
  4. Publish the workflow. Publishing sets up the trigger in Calendly. Until then no booking reaches Bizomate, and Test run has none to start with, so the steps run with the trigger's fields empty.
  5. To try it, book a call yourself. Once published the workflow is on, so your booking runs it. To run it again with the same booking, open the trigger's Output, select Use the last event, then Test run. See How instant triggers work.

What happens next

  • Each booking starts one run. The contact is created, or updated when HubSpot already has that email, and the message is posted.
  • The message links to the contact in HubSpot, so the team can open it straight from Slack.

Good to know

  • The time in the message is in UTC, as Calendly gives it. To show it in your own time, add a Format a date step before Tell the team and use its result in the message. See Format, change or compare dates with Date and time.
  • {{ trigger.name }} is the whole name the person typed in Calendly, so it all goes into First Name.
  • Booking questions come as fields named after the question, such as {{ trigger.company_name }}. Add them to Properties or the message.
  • A rescheduled booking starts a run too. {{ trigger.rescheduled }} is true when it replaced an earlier booking.

If something goes wrong

What you see Why What to do
Steps marked Needs setup A connection or a channel isn't chosen yet Open each one and fill it in. See Fix steps marked Needs setup.
Publishing says "“Add them to HubSpot” needs a paid plan. Change the plan, or remove it and publish the rest." HubSpot is a premium connection and the company is on Free Remove the HubSpot step, or change to a paid plan once they're open.
The trigger shows Not listening — "Calendly would not take Bizomate's address: Calendly will not send this trigger's events: “…” Calendly offers webhooks only on its paid plans. The Calendly steps still work. Fix it, then publish again." The Calendly plan has no webhooks. Calendly's own words are inside the quotes. Move the Calendly account to a paid plan, then publish again. See Start a workflow from Calendly bookings.
The trigger shows Not listening — "Calendly would not take Bizomate's address: Calendly refused: “…” Everyone in the organisation needs an organisation owner's or admin's token. Choose Mine, or replace the token with one of theirs on Connections. Fix it, then publish again." Everyone in the organisation needs an owner's or admin's token Choose Mine, or replace the token, then publish again.