Integrate HubSpot with YouCanBookMe

Our HubSpot integration automatically adds or updates Contacts whenever a booking is created or updated. You can also quickly locate the YCBM meeting link and join the video call directly from the HubSpot page. Watch a quick video demonstration on integrating HubSpot. 

This feature is available on the Professional and Teams plans. 

Watch a quick video on how to integrate HubSpot with YouCanBookMe. 

In this article:

• HubSpot Integration
• New bookings
• Reschedule or Cancel
• No Shows
• Changes made within YCBM
• HubSpot properties

HubSpot Integration

The HubSpot integration will update information from all booking pages on your YCBM account. The integration is available on paid subscriptions, and on Team Management accounts, only the Account owner will be able to set up the integration.

1. To integrate with HubSpot, navigate to the integrations page and scroll down to HubSpot. Click on “Connect”. You'll log into your HubSpot account using your unique credentials to successfully integrate. You'll see a green icon next to the integration confirming the connection.

2. Make sure to allow YCBM permissions to the HubSpot account and you're all set!

New bookings

• Anytime someone makes a booking on one of your YCBM pages, the integration will look at your HubSpot account to see if that person is already a Contact.
• If they are, YCBM will add a new meeting to the activity stream of that Contact.
• If they are not, YCBM will create a new Contact, with the meeting in the activity stream, and will assign that Contact to an Owner.
• The Owner will be the person they have scheduled with, as long as that team member is also a team member in HubSpot. If the person they have booked with isn’t a team member in HubSpot, the Contact will remain unassigned.
• If the Contact already exists and has an email address, phone number, or other contact properties already set, YCBM will not override these contact properties. If the properties are not filled, YCBM will fill them.
• If you are using Tentative bookings, it is NOT added to HubSpot until you accept the booking. If the booking is rejected, it will not sync with HubSpot. 

Reschedule or Cancel

• If a booking in HubSpot is rescheduled, or canceled, the meeting will be updated to reflect this change. It will also include who rescheduled and, if relevant, the cancellation reason.
• Please note: if the meeting is rescheduled to a different team member, the original Contact Owner will remain. It will not update the Contact Owner with the new team member.  

No Shows

• If a booking in HubSpot is marked as a no-show, the meeting will be updated to reflect this change.

Changes made within YCBM

• If you edit the details of your booking on the booking details page, or add a note to the booking, this will automatically update the HubSpot meeting activity.
• Please note: HubSpot Contacts are based on email addresses, so if you edit the email address in the booking details, it will create a new Contact in HubSpot. Any time changes (reschedule, cancel, etc) to the meeting will be applied to the original Contact’s activity. 

HubSpot configurations

• Fields from your YCBM booking form can be set as Contact properties in HubSpot. This allows HubSpot account owners to filter, create lists, create workflows, etc.
• There are HubSpot properties that we automatically map to standardized YCBM booking information. This includes First Name, Last Name, Email, Phone number, Mobile Phone number, Timezone, etc. 

HubSpot Properties

• Properties are mapped based on the shorthand code of the question on the booking form. There are three default questions that every YCBM booking page starts with, and they use the shorthand codes FNAME, LNAME, and EMAIL. These will automatically map to the corresponding Contact property in HubSpot.
  • The Phone Number and Mobile Phone Number Contact fields in HubSpot are mapped as separate fields. But you can easily set this up in YCBM. If you are asking for a phone number on your booking form, and you add the shorthand code {PHONE}, this will map to the Contact Phone Number field. This should not be marked as a mobile phone number.

• If you want to gather a mobile phone number specifically - for example, if you are sending SMS reminders and need the client’s cell phone number - you would add the shorthand code {MOBILE-PHONE}. For this question, the checkbox next to ‘Mobile phone’ must be checked.

Then YCBM will map it directly to the Mobile phone Contact property in HubSpot:

The Mobile phone property doesn’t appear by default on the Contacts page. You can easily edit the HubSpot properties that appear on the left hand side of the contact. This HubSpot help page walks you through it: Customize Contact properties.

Helpful links

You can join the video meeting directly from your Contact page in HubSpot with the Join the meeting link. And you can navigate to YCBM to cancel, reschedule, rebook, or add a note to the meeting by using the Manage booking in YCBM link. 

Further reading: Click here to learn how to Integrate HubSpot through Zapier! 

For further questions, contact our team at support@youcanbook.me.

Join YCBM's Community Forum

Access your YCBM Dashboard