Last updated: August 29, 2024
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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.
Please note: 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.
Connect your Google Calendar to HubSpot
- In your HubSpot account, click the Marketplace icon in the top navigation bar, then select App Marketplace.
- Search for the Google Calendar integration, and select Google Calendar in the results. In the top right, click Connect app.
- 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
Ensure that you're signed in to the correct email account in Outlook before connecting with HubSpot:
- In your HubSpot account, click the Marketplace icon in the top navigation bar, then select App Marketplace.
- Search for the Outlook Calendar integration, and select Outlook Calendar in the results. In the top right, click Connect app.
- You'll be redirected to Office 365, where you can log into your account.
- Review the requested permissions and click Accept.
After entering your login credentials, you'll be redirected to HubSpot with a dialog box indicating that Outlook Calendar was installed.
Once the integration is installed, other users in the account can navigate to Settings > General. Click the Calendar tab and click Connect your calendar.
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 to create a meeting event.
- In the pop-up box, enter your meeting details.
- 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 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. 
If you edit or delete the event in your calendar, the updates will also appear in the meeting on the contact timeline automatically.
- 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. Events will also not be created from any @hubspot.com email addresses.
- 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 Google 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.
- HubSpot's calendar sync does not 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.
- 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.
