How to register a meeting scheduled for a contact in HubSpot to Google Calendar and send the meeting URL via Gmail

When a meeting is scheduled, quick responses are required for internal information sharing and customer communication.
However, manual schedule management and email sending tasks are time-consuming and carry the risk of errors.
Additionally, being overwhelmed with other tasks can lead to delays in information updates and communication.
By managing schedules with HubSpot and Google Calendar and sending meeting information to customers via Gmail, you can automate the repetitive task of schedule registration and email sending by integrating these tools.
Therefore, integration can solve the challenges posed by manual tasks.
This article introduces a method to integrate these tools without coding, which can be a reference when implementing automation.

Recommended for

Those using HubSpot, Google Calendar, and Gmail
Those who want to streamline the process of linking schedules from HubSpot to Google Calendar and notifying meetings via Gmail
Administrators of companies who want to reduce errors occurring from manual schedule registration and meeting notification tasks
Sales or customer support personnel who want to streamline tasks related to meetings with customers

Benefits and Examples of Integrating HubSpot, Google Calendar, and Gmail

Benefit 1: Improved Work Efficiency by Reducing Manual Tasks

Registering meeting schedules from HubSpot to Google Calendar and sending them to customers manually takes a lot of effort.
If it takes a lot of effort, the time available for other tasks is reduced, making efficient work progress difficult.
By integrating the tools, you can automate the registration to Google Calendar and email sending tasks, improving the work efficiency of the person in charge.
For example, for a person in charge with many customers, managing meeting schedules alone can take a lot of effort.
However, by adopting automation, if you can handle other tasks in the freed-up time, you can achieve efficiency.

Benefit 2: Prevention of Scheduling Errors

When registering meeting schedules from HubSpot to Google Calendar or sending emails via Gmail, there is a risk of input errors with manual tasks.
If scheduling errors occur due to incorrect input, it can inconvenience customers and team members.
By implementing automation through integration, the information registered in HubSpot is automatically reflected in other tools, preventing human errors and enabling accurate schedule management.
For example, if multiple meetings are scheduled, manual tasks require repeated schedule registration, increasing the possibility of registering different meeting information.
By adopting automation, you can focus on registration in HubSpot, reducing scheduling errors.

Benefit 3: Smooth Customer Response

Manual tasks also carry the risk of time lags.
If there is a time lag in transferring to Google Calendar or communicating with customers, unnecessary confirmation tasks may occur internally, potentially leading to complaints from customers.
By integrating the tools, once a meeting schedule is registered in HubSpot, registration to Google Calendar and communication with customers are automated, enabling a smooth work process.
For example, for busy sales team members, even if they register a meeting schedule in HubSpot, they might postpone registration to Google Calendar or communication with customers.
By adopting automation, once you register meeting information in HubSpot, subsequent tasks proceed automatically, allowing smooth internal sharing of meeting information and email sending to customers.

Now, let's introduce how to use the no-code tool Yoom to "register a meeting schedule in Google Calendar when it is registered in HubSpot contacts and send the meeting URL via Gmail".

[What is Yoom]

How to Register a Meeting Schedule in Google Calendar and Send the Meeting URL via Gmail When Registered in HubSpot Contacts

This method can be realized by receiving the registration of a meeting schedule in HubSpot contacts using HubSpot's API and registering the schedule using the API provided by Google Calendar.
Additionally, by using the API provided by Gmail, it is also possible to send meeting schedules and URLs via email.
Note that due to the need for meeting date conversion, an operation using Google Sheets is included.
Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily realized without programming knowledge.

This time, we will create it through the following major processes.

Register HubSpot, Google Sheets, Google Calendar, and Gmail as my apps
Copy the template
Set the trigger in HubSpot as the starting point of the flow, followed by settings for Google Sheets, Google Calendar, and Gmail
Turn on the trigger button and confirm the integration operation

If you are not using Yoom, please register for free from here.
If you are already using Yoom, please log in.

Step 1: Integrate HubSpot, Google Sheets, Google Calendar, and Gmail with My Apps

First, register HubSpot, Google Sheets, Google Calendar, and Gmail in My Apps to integrate them with Yoom.

1. In the Yoom management screen, select "My Apps" on the left side and click "+New Connection".

2. In the following screen, search and select HubSpot, Google Sheets, Google Calendar, and Gmail to proceed to the next screen.

＜For HubSpot＞

・Select the account to integrate on the above screen and click "Select Account".
Next, check the box and click "Connect App" to complete the registration in My Apps.
※You need to add permission to connect the app in HubSpot for My Apps registration. Details are explained here.

＜For Google Sheets＞

・Sign in on the above screen and select the account to integrate.

・Confirm the account and click "Next".

・Click "Continue" to complete the registration in My Apps.

＜For Google Calendar＞

・Log in on the above screen, check the box on the following screen, and click "Continue" to complete the registration in My Apps.

＜For Gmail＞

・Sign in on the above screen, check the box on the following screen, and click "Continue" to complete the registration in My Apps.

3. Copy the template for integrating the above tools.

・Open the link below.

・Click "Try this template" to complete the copy.

Step 2: Configure HubSpot triggers and branching settings

Set the trigger action that initiates the flow and the subsequent branching settings.
In this flow, the trigger activates when a meeting is scheduled with a HubSpot contact.

1. Select "My Projects" in the Yoom management screen and click "Register a meeting schedule with a HubSpot contact and send the meeting URL via Gmail" under "Copy".
* You can change the template title on the next screen.

2. Click "App Trigger: When a contact is created or updated".

3. Verify the account linked with HubSpot and click "Next".
* Other items are set by default.

4. Set the trigger activation interval and conduct a test.
* Trigger activation intervals are available at 5, 10, 15, 30, and 60 minutes, and the selectable time varies depending on the plan. The flow bot activates once per selected interval to check for the trigger action and execute if triggered. A short interval setting is generally recommended.

5. If the test is successful, the information obtained from HubSpot contacts will be displayed in the output.
If there are no issues, save it.
* Custom property items are not displayed as they will be obtained in the next operation.

6. Click "Integrate with App: Retrieve contact custom properties".
* In this operation, the start and end dates of the meeting registered in HubSpot's custom properties are obtained.

7. Verify the account linked with HubSpot and click "Next".
* Other items are set by default.

8. Set the contact ID and the internal name of the custom property, then conduct a test.
* The contact ID can be set from "When a contact is created or updated" in the output displayed by clicking the frame. (Values are displayed in double brackets)
* The internal name of the custom property can be selected from the candidates displayed by clicking the frame. Additionally, the setting method is explained on this help page.

9. If the test is successful, the start and end dates of the meeting will be obtained. Add each item to the output and save it.
* To add each item to the output, it is necessary to obtain it using JSON PATH. The method is explained on this help page.

10. Click "Command Operation: Determine by the presence of online meeting schedule input".
* This operation allows the flow bot to run to the end only when a meeting schedule is registered in HubSpot.
* Branching is a feature (operation) available in the Mini Plan and above. If you are on the Free Plan, the operation you set will result in an error, so please be careful. Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).

11. In the output, set the item where the meeting start time is entered and save it.
* Other items are set by default.

Step 3: Configure settings to convert meeting dates in Google Sheets

Next, configure the settings to convert the meeting dates obtained from HubSpot.
* The date and time in HubSpot's custom properties are in Coordinated Universal Time (UTC), but when registering in Google Calendar, it will be in Japan Standard Time (JST), so conversion is performed in this step. A sheet has been created in advance to convert from Coordinated Universal Time (UTC) to Japan Standard Time (JST). Details on the conversion are explained on this help page.

1. Click "Integrate with App: Enter values in range".

2. Verify the account linked with Google Sheets and click "Next".
* Other items are set by default.

3. Set the information for the Google Sheet that converts the date format.
* The spreadsheet ID and sheet name can be selected from the "candidates" displayed by clicking the frame.
* For values, set the start and end dates from "Retrieve contact custom properties" in the output displayed by clicking the frame.

4. Conduct a test and if successful, save it.

5. Click "Operate Database: Retrieve Records".

6. Verify the account linked with Google Sheets.
* Other items are set by default.

7. Set the information for the Google Sheet that converts the date format and click "Next".
* The spreadsheet ID and tab name can be selected from the "candidates" displayed by clicking the frame.

8. Set the conditions for the records you want to retrieve and conduct a test.

* In the above, the value of cell A1 of the Google Sheet created for date conversion is entered in the left column, and the value of cell A2 of the same sheet is entered in the right column.

9. If the test is successful, the values retrieved from Google Sheets will be displayed.
If there are no issues, save it.

Step 4: Set up to register the schedule in Google Calendar and send Gmail

Finally, set up to register the meeting schedule in Google Calendar and send Gmail to the customer.

1. Click "Integrate with App: Create Schedule".

2. Verify the account linked with Google Calendar and click "Next".
* Other items are set by default.

3. Set up to register the meeting date and time in Google Calendar.
* The calendar ID can be selected from the "candidates" displayed by clicking the frame.
* Items related to the meeting date and time can be set from "Retrieve Records" in the output displayed by clicking the frame. (Values are displayed in double brackets)
* You can directly enter fixed phrases for the event title and description. Additionally, by using the output displayed by clicking the frame, you can set the information obtained in previous operations. (Values are displayed in double brackets)

4. Make other settings related to the meeting and conduct a test.
If the test is successful, the schedule will be registered in Google Calendar.
If there are no issues, save it.
* The email address of the participants can be set from "When a contact is created or updated" in the output displayed by clicking the frame. (Values are displayed in double brackets)

5. Click "Send Email: Send Email".

6. Verify the account linked with Gmail.
* Other items are set by default.

7. Set the message to be sent.
* The recipient can be set from "When a contact is created or updated" in the output displayed by clicking the frame. (Values are displayed in double brackets)
* You can directly enter fixed phrases for the subject and body. Additionally, by using the output displayed by clicking the frame, you can set the information obtained in previous operations. (Values are displayed in double brackets)

8. Conduct a test, and an email will be sent to the configured address.
If there are no issues, save it.

9. When the trigger is turned ON, every time a meeting schedule is registered with a HubSpot contact, a schedule will be added to Google Calendar, and Gmail will be sent.

If you have any questions about the flow introduced, please check this help page.

Other Automation Examples Using HubSpot and Google Calendar

There are many other examples of automation using HubSpot and Google Calendar in Yoom, so here are a few.

1. Create an Event in Google Calendar and a Note in HubSpot Contacts at a Specified Schedule

You can automate the process of creating an event in Google Calendar and a note in HubSpot contacts at a specified schedule.
This integration can improve efficiency for routine tasks that occur monthly or weekly.

2. Retrieve Google Calendar events and register them in Google Sheets

You can automatically retrieve a list of Google Calendar events at a specified time each day and register them in Google Sheets.
This integration will reduce the workload of schedule registration and alleviate the burden on the person in charge or the schedule manager.

3. Register responses sent from Google Forms to Google Calendar

You can automate the process of registering the dates submitted via Google Forms into Google Calendar.
This integration will reduce manual registration tasks, enabling efficient and accurate schedule management.

Summary

Manually registering meeting schedules from HubSpot to Google Calendar and sending emails to clients via Gmail can be time-consuming and prone to errors and time lags.
However, by integrating these tools, the process following the registration of meeting schedules in HubSpot can be automated, leading to a more efficient and accurate workflow.
The integration of HubSpot with Google Calendar and Gmail can be easily implemented using Yoom and Google Sheets by following the steps outlined in this article.
Take this opportunity to try automating your workflow.