How to Create a New Contact in HubSpot After an Appointment Is Scheduled in Calendly

If you use Calendly to schedule appointments, each new booking usually means work in your CRM — creating a contact, logging the meeting, assigning the lead to a rep, or kicking off a follow-up sequence.

Doing this manually after every booking is time-consuming and easy to forget.

In this guide, we'll set up an automation that creates or updates a HubSpot contact every time a new appointment is booked in Calendly. Follow the steps below to set it up.

Connecting the apps to Albato

The first step to creating this type of automation is to make sure both apps are connected to Albato.

If you already have both apps connected (Calendly and HubSpot), skip to the next section of this article.

To create the connection, go to the Apps tab in Albato, click on Add a new connection, and search for Calendly.

Follow the on-screen instructions and you will see a message confirming that the connection was successfully created.

Next, repeat the process to also add HubSpot.

How to create your automation

Go to the Automations tab and click on Create a new automation.

Click on the first step of your automation (trigger).

Select the Calendly app, and in the event field, choose the Invitee Created option.

Click Continue, then click on the second step to add the HubSpot action.

Select the HubSpot app and then the Find Contact action.

This way, we'll create a process that, before adding a new contact, checks HubSpot to see if the contact already exists. If it does, it will be updated with the new scheduling data.

After clicking Continue, select the Email field.

This way, we'll use the email registered in Calendly to search whether the contact already exists in HubSpot.

Click Save, and then add another HubSpot step, this time to Create a new Contact.

Next, you'll see several HubSpot fields for this new contact that will be created, which you can fill with data from the Calendly appointment.

Select the desired fields and then click Save.

Repeat the process one more time, adding a HubSpot step to Update Contact.

Use the Contact ID value found in the Find Contact step, as shown below.

Once you've filled in the Update Contact step with the Contact ID and the other data you want to update, click Save.

At this point, your automation should look like this.

Between steps 2 and 3, click the + button and add the tool called Router.

Configure this step by creating a condition: if the Contact ID from step 2 is empty, the automation proceeds to the Create Contact step; otherwise, it goes to the Update Contact step, as shown below.

Then, click Save.

Between steps 4 and 5, add a tool called Break.

This way, every time a new appointment is made, the automation first checks if the person already exists as a contact in HubSpot. The contact will then either be automatically updated or, if it doesn't exist yet, a new one will be created.

Activate your automation and it will be ready to use.