Integrations

Use HubSpot's calendar sync with Google Calendar or Outlook Calendar

Last updated: October 13, 2020

Applies to:

All products and plans

The Google Calendar and Outlook Calendar sync with HubSpot allows you to simultaneously log a meeting in your CRM, create a calendar event for that meeting, and send invites to meeting guests. Additionally, if you create a meeting event in Google Calendar or in Outlook Calendar with a HubSpot contact, the event will appear on their contact record timeline.

To use your calendar with the HubSpot meetings tool, refer to this article instead.

Connect your Google Calendar to HubSpot
  • In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
  • In the upper right, click Visit App Marketplace.
  • Use the search bar to search for the Google Calendar sync. Hover over the integration and click View integration.
  • In the dialog box, click Connect to Google Calendar.
  • You'll be redirected to Google to sign in or choose a Google account if you have multiple accounts.
  • Click Allow.

Please note: it is only possible to integrate HubSpot with your default Google calendar.

You'll be redirected back to HubSpot with a dialog box indicating that Google Calendar for HubSpot was installed.

Connect your Outlook Calendar to HubSpot

  • In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
  • In the upper right, click Visit App Marketplace.
  • Use the search bar to search for the Outlook Calendar sync. Hover over the integration and click View integration.
  • In the dialog box, click Connect to Outlook Calendar.
  • You'll be redirected to Office 365, where you can log into your account.

After entering your login credentials, you'll be redirected to HubSpot with a dialog box indicating that Outlook Calendar was installed.

Please note: you can connect either the Google Calendar sync or the Outlook Calendar sync to HubSpot. Both integrations cannot be installed at the same time.

Schedule a meeting in HubSpot

After you’ve connected your Google Calendar or Outlook Calendar, navigate to contacts, companies, deals, or tickets. In the left panel, click the Meet icon date to create a meeting event. In the window that opens at the bottom of your screen, enter you meeting details. When your meeting is created, a corresponding event will be added to your Google Calendar or Outlook Calendar and the contact will receive a meeting invitation. Learn more about scheduling a meeting on a contact, company, deal, or ticket record.schedule-meeting-from-contact-record

Please note: deleting a meeting in HubSpot will not remove the event from Google Calendar or Outlook Calendar.

Schedule a meeting in Google Calendar or Outlook Calendar

If you create a meeting in Google Calendar or Outlook Calendar and include a guest that is a contact in your HubSpot account, the meeting will appear on their timeline. The same is true if a contact in HubSpot invites you to a meeting; the meeting will appear on the contact's timeline. create-google-calendar-event

If you edit or delete the event in your calendar, the updates will also appear in the meeting on the contact timeline automatically.

contact-record-scheduled-meeting

Please note:
  • When a meeting is created from your connected calendar, the meeting will only log on the timeline of contacts that already exist in your HubSpot account. HubSpot will not automatically create contact records if the guests do not already exist in your HubSpot account. 
  • For the meeting to appear in your contact's timeline, the guest must be using the same email address in their contact record's Email property.
  • HubSpot automatically prevents any events from being added for members of your organization based on email domain (your portal’s target and connected domains), and existing users.
  • Any events created prior to the integration will not be synced to HubSpot, even if guests in such events exist as a contact in your HubSpot account and have the same email address in the Email property. Only events created in Gmail and Office 365 while the integration is active will be synced to the contact's timeline.
  • For recurring meetings, HubSpot will only sync the first event in the series. If another event in the series changes, or attendee response changes, the updated event will sync to HubSpot. For example, if someone cancels one particular week for a regular weekly meeting, it will trigger that week's event to sync to HubSpot.
  • All day events will not be synced to HubSpot. 
  • HubSpot's calendar sync does not sync private calendar events to your HubSpot account.