# How to Create a New Contact in HubSpot After an Appointment Is Scheduled in Calendly — Albato Help Center

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

Last update:  
30/4/2026 · 3 min read

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IN THIS ARTICLE

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.

> **Important:** Calendly API access is available on the Standard plan or higher. On the free Calendly plan, a connection can be created, but automations will not start.

## 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.

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