Automated Calendly sales meetings with HubSpot, Google, ClickUp and Slack Solution

Workflow overview

Why this workflow matters

Helpful for business development and pipeline building. Improves internal consulting operations and productivity.

How it works This workflow automatically manages every new Calendly booking from start to finish. When a prospect books a meeting, it captures all details, syncs everything to HubSpot, creates a prep task for the sales rep, sends confirmation and reminder emails, and notifies the team — all without any manual effort. Step-by-step Trigger & format** Calendly — New Booking – Listens for new invitee.created events when a prospect books a meeting. Format Booking Data – Extracts and normalizes all booking details including name, email, company, phone, meeting time, join URL, reschedule and cancel links, and computes reminder timestamps. Logging** Google Sheets — Log Booking – Appends all booking details including name, email, company, event type, meeting time, and join URL to a Google Sheets tracker. CRM sync** HubSpot — Search Contact by Email – Searches HubSpot to check if the prospect already exists by email. IF — Contact Exists in HubSpot? – Routes to update or create based on whether a matching contact is found. Update HubSpot Contact – Updates the existing contact with the latest name, phone, company, and lead source. Create HubSpot Contact – Creates a new HubSpot contact with all prospect details if none exists. Set — Contact ID – Normalizes the contact ID from either branch so all downstream nodes reference it consistently. Calendar & deal creation** Google Calendar — Create Rep Event – Creates a 30-minute meeting event on the sales rep's Google Calendar with join URL, prospect details, and reschedule/cancel links. HubSpot — Get Owner ID – Fetches the HubSpot owner to assign the deal to the correct sales rep. HubSpot — Create a Deal – Creates a new deal in the appointmentscheduled stage linked to the contact, with meeting details and next steps. Preparation & confirmation** ClickUp — Create Prep Task – Creates a pre-call research task in ClickUp with a full checklist covering LinkedIn research, company background, discovery questions, and competitor analysis. Due 2 hours before the meeting. Gmail — Send Confirmation – Sends a polished HTML confirmation email to the prospect with meeting details, join button, and reschedule/cancel options. Team notification & CRM logging** HubSpot Log Note – Logs a full activity note in HubSpot linked to both the contact and the deal, including all meeting details and the ClickUp prep task link. Slack — Notify Sales Channel – Posts a booking alert to the sales Slack channel with prospect info, meeting time, join URL, and confirmation of all actions taken. Automated reminders** Wait — Until 24h Before Meeting – Pauses execution until exactly 24 hours before the scheduled meeting. Gmail — Send 24h Reminder – Sends an HTML reminder email with meeting details, join link, and a pre-call checklist. Wait — Until 1h Before Meeting – Pauses execution until exactly 1 hour before the meeting. Gmail — Send 1h Reminder – Sends a final HTML reminder email with a prominent join button and last-minute tips. Why use this? Eliminates all manual admin after a Calendly booking by instantly syncing data across HubSpot, Google Sheets, and Google Calendar Auto-creates or updates HubSpot contacts and deals so no lead ever falls through the cracks Gives sales reps a structured ClickUp prep task with a research checklist before every call Keeps prospects engaged and informed with a confirmation email plus automated 24h and 1h reminders Notifies the entire sales team in Slack the moment a new meeting is booked

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