How to create an event in Google Calendar and add a note in HubSpot when the specified schedule is set
How to Integrate Applications
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2025-04-16
How to create an event in Google Calendar and add a note in HubSpot when the specified schedule is set
t.nakaya
Did you know how much more efficient your daily tasks can become by integrating Google Calendar with HubSpot?
In this article, we will introduce a way to easily integrate these two tools without any coding and automate routine tasks. It is especially recommended for those who manage company schedules with Google Calendar or those responsible for company management using HubSpot. By automating tedious tasks such as setting up regular meetings with clients and sending reminders, your work efficiency is sure to improve!
Be sure to read to the end and let's explore together how to free yourself from cumbersome tasks!
Recommended for
Those who use Google Calendar and HubSpot
Those considering integrating Google Calendar and HubSpot to improve work efficiency
Those who want to eliminate missed schedule confirmations by integrating Google Calendar and HubSpot
Those who want to reduce the burden of schedule registration tasks by integrating Google Calendar and HubSpot
For those who want to try it right away
In this article, we introduce the integration method using the no-code tool "Yoom". No complicated settings or operations are required, and even non-engineers can easily achieve it. You can also start immediately using the template below, so please give it a try!
[About Yoom]
How to Create a Workflow Integrating Google Calendar and HubSpot
By now, you should understand the benefits of integrating Google Calendar with HubSpot. From here, we will introduce a workflow to "create an event in Google Calendar at a specified schedule and create a note in HubSpot."
Register your Google Calendar and HubSpot as My Apps! (1) To connect, log in to Yoom and click on My Apps on the left side of the screen. (2) Click the +New Connection button displayed on the right side of the screen.
How to Register Google Calendar as My App (1) Select Google Calendar from the list of apps (2) Click Sign in with Google (3) Select the account you want to connect and click Next to complete the My App registration
How to Register HubSpot as My App (1) Select HubSpot from the list of apps (2) Refer to How to Register HubSpot as My App for My App registration
After Completing My App Registration in Yoom (1) Click on the banner below and try this template!
(2) Select a project from the workspace list as desired. ※ The copied template will be stored in "My Projects" within the project selected in (2). (3) Click "Edit" at the top right of the flow list screen.
Step 2: Set the Trigger
(1) Click "Schedule Trigger" from the flow list screen. (2) Set the title of the schedule trigger. ※ You can use the originally set title as is. (3) Set the date or day of the week you want to activate the flow bot in the schedule settings. This time, we will leave the existing settings of the copied template as they are. For schedule settings, please refer to How to Set Schedule Triggers.
(4) Click Save
Step 3: Request Action from the Person in Charge
(1) Next, click "Request Action from the Person in Charge". (2) Set each item
Title: ※ You can use the originally set title as is.
Person in Charge: Select as desired from the pull-down menu.
Details of the requested action: This time it's text only, but you can also use output to structure the instructions!
(3) This time, set up one input form. ※ If it is a required field, don't forget to check it!
MTG Schedule: Select "Date" from the pull-down menu.
(4) Click Next
■ Setting Sample Values for Input Forms (5) Set sample values for the answers to the input form you just set up.
(6) Click Save.
Step 4: Integrate with Google Calendar
(1) Click "Integrate with Apps". (2) Set the title. ※ You can use the originally set title as is. (3) Check if the account information to integrate with Google Calendar is correct. ※ If the account information is not displayed, click +Add Integration Account to register. (4) Select "Create Event" for the action.
(5) Click Next
■ API Connection Settings (6) Set each item
Calendar ID: Select as desired from the options.
Event Title: This time, set with text.
Event Start Date: Set {{MTG Schedule}} from the output.
Event Start Time: This time, set with text.
Event End Date: Set {{MTG Schedule}} from the output.
Event End Time: This time, set with text. ※ If there are any items other than required fields, set them as desired.
(7) If there are no errors in the test, click Save.
Step 5: Integrate with HubSpot
(1) Click "Integrate with Apps". (2) Set the title. ※ You can use the originally set title as is. (3) Check if the account information to integrate with HubSpot is correct. ※ If the account information is not displayed, click +Add Integration Account to register. (4) Select "Add Note to Contact" for the action.
(5) Click Next
■ API Connection Settings (6) Set each item
Set the Contact ID
➀ In HubSpot, navigate to the CRM (Customer Relationship Management) contact page.
➁ This time, click on the name of the target person.
➂ Copy the numbers at the end of the URL.
➃ Return to the Yoom settings screen and paste it into the Contact ID.
Note Body: Use output to construct the text.
Date and Time: Set {{MTG Schedule}} from the output, and this time, set the timestamp as text with "T12:30".
(7) Click Test to check the HubSpot contact.
If there are no errors, click Save. (8) Return to the flow list screen and change the app trigger to ON to complete the flow settings!
Other Automation Examples Using Google Calendar and HubSpot
In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Google Calendar and HubSpot. All of them can be used with simple settings, so if there is anything that interests you, please give it a try!
Other Automation Examples with Google Calendar and HubSpot
You can add contacts to HubSpot based on form information and register events in Google Calendar, or register events in Google Calendar from HubSpot contact information. Additionally, by integrating Google Sheets and Slack, you can create events and notify details when deal information is registered.
Automation Example Using Google Calendar
Receive Notifications When an Event is Scheduled in Google Calendar
By receiving event information immediately, you can expect to improve the efficiency of your schedule management.
Create an event in Google Calendar from form information and send materials and links via email
By automating tasks, you can create an environment that allows you to focus on core activities and gain benefits such as efficient information sharing.
Register the deadline of the registered task in Google Calendar
When a task is added, the task information and deadline can be automatically added to Google Calendar, which may reduce the risk of missing necessary information.
Examples of Automation Using HubSpot
Notify When a Form is Submitted to HubSpot
With automatic notifications, you may be able to prevent input errors and missed communications, as there will be no need to manually transfer information when sharing.
Create a ticket in HubSpot when information is registered
By automating the creation of tickets in HubSpot every time new information is registered, you can save time and reduce the manual effort required.
Benefits of Integrating Google Calendar with HubSpot
Benefit 1: Improved Schedule Management
By integrating Google Calendar with HubSpot, you can expect improved efficiency in schedule management! For example, meetings and tasks registered in HubSpot are automatically reflected in Google Calendar, which is expected to reduce the time spent on double entries. This integration might allow sales representatives and project managers to always keep track of the latest schedules.
Benefit 2: Enhanced Customer Follow-up
The integration of HubSpot and Google Calendar also offers significant benefits in automating customer follow-ups. When a new contact is created in HubSpot, a follow-up reminder is automatically set in Google Calendar, ensuring that you don't miss the timing for follow-ups. For instance, when a new lead is added to HubSpot, a follow-up appointment is automatically registered in Google Calendar for one week later, so you won't forget to respond to customers. Sales representatives can follow up in a timely manner, leading to stronger relationships with customers.
Benefit 3: Eliminate the Hassle of Manual Schedule Management
By implementing this integration, you may be able to reduce the hassle of manual schedule management. Since events and tasks registered in HubSpot are automatically synchronized with Google Calendar, manual input errors should also be prevented! This allows you to use your time effectively and potentially increase the time you can focus on other tasks.
Conclusion
By integrating Google Calendar with HubSpot, sales and marketing professionals will find great assistance in automating schedule management and setting up regular meetings with customers amidst their busy days. The reduction in schedule management hassle and automation of customer follow-ups should dramatically improve work performance.
With Yoom, the integration of Google Calendar and HubSpot can be done smoothly, further enhancing operational efficiency. You can experience a 2-week free trial, so please register for free with Yoom and create an account.
The person who wrote this article
t.nakaya
I changed my job from a dental hygienist to the IT industry, and in my previous job, I worked on web page replacement etc. as director support at a web company. Taking advantage of this experience, I am now putting all my energy into telling everyone about the appeal of Yoom. With an approach that combines technology and user perspectives, we sincerely want to help you improve your work efficiency through Yoom.
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