Calendly
HubSpot Contacts5 fieldsHow to import Calendly data into HubSpot
Export your Calendly scheduled events and bring those invitees into HubSpot. Maps name, email, phone, and combines the event type, start time, and the first custom question response into the Notes field so reps see what each invitee booked, when, and the free-text answer they gave. Event type and start time carry label prefixes ('Booked: <event type>', 'Meeting time: <date>'); the custom response is joined verbatim so the answer reads on its own.
Field-by-field mapping
This is the complete column mapping from Calendly to HubSpot. The left column is the header in your CSV export. The right column is the HubSpot field it should map to.
| Calendly column | HubSpot field | |
|---|---|---|
| Invitee First Name | First Namefirstname | |
| Invitee Last Name | Last Namelastname | |
| Invitee Email | Emailemail TransformLowercased and trimmed | |
| Text Reminder Number | Phone Numberphone TransformStandardized to international format (+1, +44, etc.) | |
| Event Type Name, Start Date & Time, Response 1 | Notesnotes Event Type Name and Start Date & Time are prefixed with their labels ('Booked: <event type>', 'Meeting time: <date>') and joined with ' | '. Response 1 emits verbatim with no label, since the free-text answer reads better on its own. TransformCombined with ' | ' separator and label prefixes |
Calendly exports vary based on questions added to event types. The core fields (name, email, phone, event type, time) are consistent.
Columns we don't use
Your Calendly export includes 1 column this template doesn't map. Each one below explains why, plus the workaround if you want the data in HubSpot.
- Invitee Time Zone
HubSpot doesn't have a built-in timezone field on contacts.
If you need it. Create a custom contact property in HubSpot called Timezone if your reps need to see the invitee's time zone before calling.
Formatting and cleanup
Calendly exports rarely match the format HubSpot expects. Fix these first.
- 1.Lowercases and trims email addresses
- 2.Standardizes phone numbers to international format (+1, +44, etc.)
- 3.Combines Event Type Name, Start Date & Time, and Response 1 into the Notes field as 'Booked: <event type> | Meeting time: <date> | <response>' (Response 1 is unlabeled)
Or skip the manual work
Operelio runs this cleanup and mapping for you. Upload your Calendly export and download a clean file for HubSpot, or connect HubSpot and push the records straight in. You see what will be created and updated before anything is written.
Calendly to HubSpot FAQ
How do I export my Calendly event data?
Go to your Calendly dashboard, select Scheduled Events, use the date and event type filters as needed, and click Export.
Does this include canceled meetings?
The default Calendly export includes scheduled events only and excludes canceled bookings unless you specifically filter for them.
What is the Response 1 field?
Response 1 contains the answer to your first custom question in the Calendly booking form. If you ask 'What company do you work for?', Response 1 holds that answer and maps to HubSpot's company field.
What if the same person booked multiple meetings?
Each booking creates a separate row in the export. Repeat bookings by the same person share an email address, so only the first of them is sent and the rest are skipped as repeats of an earlier row; the report says so before you push. The row that does go updates the existing contact, filling blank fields only, so an earlier booking already recorded in HubSpot is left alone unless you choose to overwrite.
What about Calendly custom questions beyond Response 1?
Calendly exports each custom question as a separate column (Response 1, Response 2, etc.). This template maps Response 1 only. Add additional response columns manually in Operelio if needed.
