Sync Calendly Invitees to HubSpot Contacts Automatically 🤝

Calendars and Scheduling

CRM and Contacts

Adam Browder

September 18, 2025

Imagine running a busy sales team where prospects book meetings through Calendly every day. Instead of copying invitees into your CRM by hand, you can let automation handle it. With Workload, you can sync Calendly Invitees to HubSpot Contacts automatically, so every new booking becomes a structured CRM record.

The automation collects key details from Calendly—name, email address, and phone number—and maps them to the right HubSpot contact fields. Workload’s AI Formatter cleans up tricky data like full names and phone numbers, making sure HubSpot receives the correct format.

This approach saves your team from repetitive tasks and prevents leads from slipping through the cracks. You respond faster, keep your HubSpot database accurate, and ensure every Calendly invitee turns into a tracked opportunity in your CRM.

🔌 Essentials

📅 Calendly – Capture new invitees and their details like name, email, and phone number.

📊 HubSpot – Store invitee details as structured contacts in your CRM for easy follow-up.

🤖 Workload – Build, run, and manage your automation—no code needed.

💡 Why Automate

⚡ Capture Every Booking – Log each Calendly invitee as a HubSpot contact.

📈 Never Lose a Lead – Ensure every prospect makes it into your CRM without gaps.

🚀 Kick Off Outreach – New leads appear in HubSpot the moment they book.

⚙️ How to Sync Calendly Invitees to HubSpot Contacts Automatically

Apps expect data in different formats—like dates, names, or labels. Workload’s built-in AI Wizard lets you clean or adjust data between steps. If your trigger already sends clean data, you can skip formatting altogether.

Step 1: Create a new automation (Workload)

Open the Workload editor and click Create Workflow.

Click the Create Workflow button in the Workload dashboard to start building your automation.

Give your automation a clear title, such as Calendly Invitee to HubSpot Contact.

Enter a descriptive title, such as Sync Calendly Invitees to HubSpot Contacts, in the workflow name field.

Step 2: Add your trigger (Calendly)

Click inside the Trigger box and choose Calendly.

Search for Calendly in the trigger app menu to set it as the automation starting point.

Select the event Invitee Created, then click Continue.

Select “Invitee Created” as the Calendly event to trigger the automation.

Click Sign in to connect your Calendly account if you haven’t done so already. For help, follow our step-by-step guide on how to connect Calendly to Workload. Once connected, click Continue.

Sign in to connect your Calendly account to Workload for use in the automation.

Click Test Trigger to pull in sample invitee data.

Test the Calendly trigger to pull in recent invitee data for setup.

Now, click Continue once the test succeeds.

Review the trigger test results and click Continue to confirm the Calendly step.

Note: The trigger sends a full name and raw phone number. We’ll format those in later steps before creating the HubSpot contact.

Step 3: Split names into first and last (AI Wizard)

Click into the Action box and select AI Wizard by Workload.

*Note: The video shows HubSpot added earlier. In this guide, we format first for a cleaner build.*

Add the AI Formatter by Workload as the next step to prepare invitee data. — *Note: The video shows HubSpot added earlier. In this guide, we format first for a cleaner build.*

Choose the event Format Data, then click Continue.

Select “Format Data” in AI Formatter to split or adjust Calendly invitee fields before sending them to HubSpot.

Set the input to the invitee’s full name from the Calendly trigger.

Insert Calendly invitee details to prepare for Sync Calendly Invitees to HubSpot Contacts.

In the prompt, enter: “Split this into first name and last name”. Then click Continue.

Use the prompt “split name into first name and last name” to clean data for Sync Calendly Invitees to HubSpot Contacts.

Test the action to confirm the names are separated.

Run a test to confirm the name fields split correctly before syncing Calendly invitees to HubSpot contacts.

Once you have a successful test, click Continue.

AI Formatter shows first and last name ready for Sync Calendly Invitees to HubSpot Contacts.

Step 4: Format the phone number (AI Wizard)

Click the + icon and add a step. Then from the TOOLS menu choose AI Wizard by Workload.

Add another formatting step to make phone numbers usable when you Sync Calendly Invitees to HubSpot Contacts.

For the action event, select Format Data, then Continue.

Choose AI Formatter by Workload to ensure phone numbers are ready to Sync Calendly Invitees to HubSpot Contacts.

Set the input to the invitee’s phone number from the Calendly trigger. In the prompt, enter: “Format phone number into standard international format“. Then click Continue.

Provide the phone number and add a formatting prompt for HubSpot’s required style.

Test the action to confirm the phone number matches HubSpot’s expected format. Once you have a successful response, hit Continue.

Confirm the phone formatting setup and move to the HubSpot action step.

Step 5: Create a contact (HubSpot)

Click the + icon and select HubSpot.

Pick HubSpot as the destination to create new contacts from Calendly.

Choose the event Create Contact, then click Continue.

*Note: Screenshot shows HubSpot action being added earlier in the process.*

Select “Create Contact” so new invitees from Calendly become HubSpot CRM records. — *Note: Screenshot shows HubSpot action being added earlier in the process.*

Click Sign in to connect your HubSpot account if you haven’t done so already. For help, follow our step-by-step guide on how to connect HubSpot to Workload. Once connected, click Continue.

Sign in to HubSpot so your Calendly invitee to HubSpot contact automation can create CRM records automatically.

Now, map your fields:

First Name → from Step 3 – AI Wizard
Last Name → from Step 3 – AI Wizard
Phone Number → from Step 4 – AI Wizard
Email Address → from Step 2 – Calendly

After you have mapped the fields you need, click Continue.

Map first name, last name, and other invitee details from Calendly into the correct HubSpot fields.

Test the action to send the data to HubSpot. Once you have a successful response, click Continue.

Run a test to confirm Calendly invitee to HubSpot contact data flows into your CRM properly.

Step 6: Activate your automation (Workload)

Return to the Workload editor. Verify each step shows a green indicator. Click the switch at the top to turn your automation On.

Switch the automation on so new Calendly invitees are instantly added as HubSpot contacts.

* From now on, every new Calendly invitee will be formatted correctly and added to HubSpot as a contact.

🚀 Start Building with This Template

🎨 Make It Yours

Want more flexibility or to add your own personal style? Try these customization ideas:

🎯 Filter by Event Type – Only add HubSpot contacts for demos or high-value meetings.

🔀 Branch on Missing Data – Skip phone formatting if the invitee didn’t provide one.

📎 Attach Meeting Details – Add the event time or Calendly link to the HubSpot record.

💬 Add Custom Fields – Map extra Calendly details like company name or notes.

⚡ Expand This Automation Into a Complete Lead Process

Once invitees are flowing into HubSpot, you can expand the automation to make it even more useful:

🔔 Alert Your Team in Slack – Send a notification to your sales channel whenever a new HubSpot contact is created.

🗓️ Add Events to Google Calendar – Log each Calendly booking on your team calendar for scheduling visibility.

✅ Create Follow-Up Tasks – Add a task in Todoist or Google Tasks so reps always remember to follow up.

📝 Track Leads in Google Sheets – Record invitee details in a spreadsheet for reporting or backup.

🧠 Learn More

🎓 Workload University – Watch tutorials and learn automation step by step.

🆘 Workload Help Center – Browse setup guides and troubleshooting tips.

📅 More Calendly Automations – Discover other ways to streamline scheduling.

🤝 More HubSpot Automations – Connect HubSpot with your favorite tools.

🎥 Video Walkthrough

Ready to automate your workflows?

Start building powerful automations with Workload today.

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