Marketing Technology in Action: Calendly + Hubspot

With so many marketing technologies and tools on the market, it’s hard to know how to best gain the full value from them. In Marketo’s 2017 Marketing Benchmark report, they found that 60% of marketers have 6+ technologies in their marketing tech stack. At CS2, we have the benefit of working with clients that use all different types of tools, so we are able to not only use them, but figure out great use cases for where they provide value.

When using multiple different marketing technologies, one thing is key: integration. It’s important for different systems to be able to talk to each other so their data doesn’t live in a silo. We wanted to highlight one of the unique ways in which our client Aviso has integrated their marketing technology using Hubspot, Calendly and Zapier.


The Use Case

The sales reps at Aviso wanted a way to be able to easily book demos with potential customers, and marketing wanted to be able to keep track of that data within their marketing automation platform Hubspot which syncs to their CRM Salesforce. They decided on using Calendly, a favorite among sales reps.

Why Calendly?

One word - simplicity. A prospect automatically sees the days and times available (based on the rep’s calendar that is synced), chooses what works for them, enters their name and email and the demo meeting is scheduled. This reduces the amount of time and coordination a prospect and sales rep has to go through to get a demo meeting scheduled.

The Solution

Here is a brief description of the steps we took to help Aviso integrate Calendly with Hubspot that you can mimic when setting up the same process:

  1. Create a landing page in Hubspot, with the Calendly widget embedded (this is where potential customers will sign up for demos)

  2. Using the integration tool Zapier, set up an integration between Calendly and Hubspot (this is easier than it sounds! read on…)

  3. Create a “zap" in Zapier that updates or creates a contact in Hubspot when a new meeting is scheduled in Calendly.

  4. To make it work properly, map the form fields from Calendly, to fields in Hubspot (you may want to create a few new Hubspot fields for this).

  5. Turn on “zap” in Zapier (this step is easier to miss than you would think).

  6. Create an alert in Hubspot that sends an email to the appropriate sales rep when a new demo meeting is scheduled.

  7. Voila! Your sales reps are now painlessly setting up demos with potential customers. And more demos = more sales.

The Result

Sales reps have their own landing pages that they can promote, and when someone is ready to book a demo on that landing page, the Calendly widget allows them to do so easily. All of their information gets stored in Hubspot, and the sales rep receives an email alert as well as a booking on their calendar when someone signs up.

Have you used another tool for scheduling meetings that integrates with your marketing automation platform or CRM? We want to hear about it!