Sound familiar?
What sales teams booking calls in Calendly and tracking them in HubSpot tell us before a project starts.
- Someone books a call and I only find out from my calendar.
- Reps get booked calls on the wrong contact, or on a brand new duplicate.
- A cancelled call still shows as upcoming in HubSpot.
- No-shows are never followed up because nobody records them.
- I can't tell how many calls came from each campaign.
What we build
Each one is a working piece you can open and check when it's done.
Invitee to contact
The invitee's name, email, phone and answers to your booking questions go to HubSpot properties, after a lookup by email so existing contacts are updated, not copied.
CRM setup and lead pipelines API integrations and data syncMeeting on the timeline and deal stage
Each booking is logged as a meeting on the contact, and the deal moves to the stage you choose, such as Call Booked.
n8n, Make and Zapier automation CRM setup and lead pipelinesReschedules, cancellations and no-shows
A new time replaces the old one, a cancellation clears the upcoming status, and a no-show starts the follow-up task you decide on.
n8n, Make and Zapier automationOwner routing for teams
Round-robin or collective event types set the HubSpot owner to the person who actually has the call, with a fallback owner if none is found.
n8n, Make and Zapier automation Booking and scheduling systemsAlerts and backfill
A failed booking sync goes to email or Slack with the invitee and cause, and past bookings from a date you choose are loaded after a dry run.
Python scripts and utilities ETL and data pipelinesSource tracking and notes
UTM values from the booking link are stored on the contact, and notes explain each event type and where it lands.
CRM setup and lead pipelines Dashboards and reportingThe two tools: Calendly, HubSpot.
Also connected on request: Calendly, HubSpot, Google Calendar, Slack, Gmail.
Example projects
Illustrations of the shape of the work, not past clients. Yours gets its own written scope.
Example project
Demo bookings for a software team
Example: a small software company wants each demo booking to create a HubSpot contact and a deal in Demo Scheduled, owned by the rep who has the call.
Calendly webhooks, HubSpot API, Slack alertsExample project
Discovery calls for a consultant
Example: a management consultant wants a cancelled discovery call to reopen the follow-up task and a no-show to send a reschedule email.
Calendly, HubSpot workflows, emailExample project
Clinic intake calls
Example: a physiotherapy clinic wants new-patient call bookings to appear on the contact record with the referral source answered at booking.
Calendly, HubSpot properties, Google SheetsQuestions people ask first
Isn't there already a native connector or app for this?
Calendly has a HubSpot integration, and for simple logging it is often enough. We check your setup first. If it fits, we set it up properly. If you need no-show handling, team routing or duplicate control beyond what it offers, we build that around it.
Will it change our existing contacts?
Only in the ways agreed. We say which properties may be overwritten and which are only filled when empty.
Who owns what you build?
You do. It runs in your own Calendly and HubSpot accounts, with notes on how to change it.
How do we start?
Tell us how your calls are booked and what should happen after one is. We reply with questions or a written scope.
Tell us what you need built.
Email a few lines about what you want and which tools you use, or call. We reply with questions or a written scope.
hello@pushbuild.com