How I Created a Recurring Meeting in HubSpot Using Zapier and Google Calendar

Hi, I'm Ryan Schweighart, founder of Whole Hart Impact. In today's WHInsight, I'll show you how to book a recurring meeting from HubSpot using Google Calendar and Zapier.

Scenario Setup

Imagine you run a cleaning company. When a client inquiry comes through HubSpot, you schedule an initial cleaning. You then want to turn this into a recurring meeting.

Step-by-Step Guide

1. Booking the Initial Meeting:

   • Go to the scheduling part of HubSpot.
   • Assume an estimate form has been submitted and the information is gathered.
   • Select the client and book the initial cleaning.
   • Choose the date, time, and duration (e.g., July 15th, 3-hour cleaning).
   • Add the client’s address and set reminder emails if needed.
   • Save the meeting.

2. Setting Up Recurrence with Zapier:

   • Use a new engagement in HubSpot as the trigger step.
   • Set the type of engagement to "meeting".
   • Add a filter step to ensure it’s for the initial cleaning.
   • Use formatter steps to add one week to the start and end times.
   • Retrieve the contact's name and email.
   • Create a detailed event in Google Calendar using the formatted dates and contact information.
   • Set the recurrence pattern (e.g., biweekly).

3. Automation and Finalization:

   • Save the Zap and wait for it to trigger (depending on your Zapier plan, this could take 1-15 minutes).
   • Verify the initial and recurring meetings in Google Calendar.

Pro Tips

• Pass a URL to the HubSpot record into the calendar invite for easy access.
• Customize the recurrence frequency using a lookup table if needed.

That’s it! You’ve now set up a recurring meeting system using HubSpot and Zapier. If you have any questions, feel free to reach out or leave a comment below.

Bye for now!