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

The Google Calendar and Outlook Calendar sync with HubSpot allows you to log meetings in your CRM, create calendar events for meetings, 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 in HubSpot.

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

Before you get started 

Before getting started, do note the following: 

• Calendar sync will only sync with a user's primary calendar. If a user has multiple calendars in Outlook or Google, HubSpot will only sync with the primary or default calendar.
• You can connect either the Google Calendar sync or the Outlook Calendar sync to HubSpot. You can't use both at the same time. 
• Events created before you connect your calendar won't sync to HubSpot. This is true even if guests for such events exist as a contact in your HubSpot account and have the same email address in the Email property. Only events created in Google and Office 365 while the integration is active will be synced to the contact's timeline.

Connect Google Calendar to HubSpot

1. In your HubSpot account, click the Marketplace icon marketplace in the top navigation bar, then select App Marketplace.
2. Search for the Google Calendar integration, and select Google Calendar in the results. In the top right, click Install app.
3. In the Install your integration pop-up window, review what to expect when connecting Google Calendar to HubSpot. Then click Install app.
4. In the Connect your calendar pop-up window, select Google/Gmail. Then click Connect your calendar.
5. In the Connect your Google account pop-up window, click Accept and connect to Google. 
6. You'll be redirected to Google to sign in or choose a Google account if you have multiple accounts.
7. Click Allow.

You'll be redirected back to HubSpot with a dialog box confirming that Google Calendar for HubSpot has been installed.

Connect Outlook Calendar to HubSpot

Ensure that you're signed in to the correct email account in Outlook before connecting with HubSpot. 

1. In your HubSpot account, click the Marketplace icon marketplace in the top navigation bar, then select App Marketplace.
2. Search for the Outlook Calendar integration, and select Outlook Calendar in the results. In the top right, click Install app.
3. In the Connect your calendar pop-up window, select Microsoft Outlook. Then click Connect your calendar.
4. In the Connect Your Outlook 365 Inbox pop-up window, click Accept and connect to Outlook 365.
5. You'll be redirected to Office 365, where you can log into your account.
6. Review the requested permissions and click Accept.

After entering your login credentials, you'll be redirected back to HubSpot with a dialog box confirming that Outlook Calendar has been installed.

Once the integration is installed, other users in the HubSpot account can connect their Outlook Calendar to HubSpot. 

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to General.
3. Click the Calendar tab.
4. Click Connect your calendar.

Schedule a meeting in HubSpot

1. After you’ve connected your Google Calendar or Outlook Calendar, navigate to any contact, company, deal, or ticket in your HubSpot account.
2. In the left sidebar, click date Schedule a meeting icon to create a meeting event.
3. In the Schedule pop-up window, enter your meeting details.
4. Click Save to add the meeting to your calendar and send the contact a meeting invitation.

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 invite a contact who exists in your HubSpot account, the meeting will appear on their contact timeline in HubSpot. The same is true if a contact in HubSpot invites you to a meeting; the meeting will appear on the contact's timeline in HubSpot.

Calendar sync considerations for meetings

Meeting sync behavior

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

Attendees and contact creation

• Once a meeting has been created, adding attendees to the meeting engagement in HubSpot won't add them to the calendar event. To avoid this issue, you can make a small change to the meeting's description at the same time you're adding attendees, then click Save and send update. 
• 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 don't 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.
• Group emails that are added as attendees in the meeting event invite will not be synced to HubSpot. Instead, invite each group member individually to the meeting event.
  

Internal, private, and out-of-office event sync

• 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. Events will also not be created from any @hubspot.com email addresses. 
• HubSpot's calendar sync doesn't sync private calendar events to your HubSpot account. If a public event is later changed to private, the engagement will remain in your HubSpot account, but changes to the event will no longer sync.
• You can sync out of office events between HubSpot and your Google or Outlook Calendar. Learn more about managing user out of office hours.