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HubSpot Engagements and Calendar Sync

Bibiana Lorscheiter Afonso
  • Updated

 

Engagement Creation

Chili Piper can create HubSpot Engagements depending on the configuration that you set in the CRM Actions section of your workspace.

You can apply this configuration for all meeting types or select the specific ones based on your business needs:

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You also have the possibility to set if a meeting should be deleted or not in your HubSpot CRM whenever someone deletes it in your dashboard or directly in the Google/Microsoft calendar. You can also set which User (Booker or Assignee) should be recorded as the "Activity assigned to" in the Engagement.

Common Issues

Sometimes you can experience some issues where some Events are duplicated in your calendar, and here you can find the possible reasons for this behavior:

Calendar Sync enabled in Chili Piper:

The calendar Sync option is enable for your User in the Active Users table: 

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This option is responsible for pushing Events from your CRM (external meetings created, for example) to your calendar and could be why you are seeing double Events on your calendar.

Calendar Sync enabled in HubSpot: 

The Google Calendar and Outlook Calendar sync with HubSpot allows you to simultaneously log a meeting in your CRM, create a calendar event for that meeting, and send invites to meeting guests. If you have this option enabled, it could duplicate the meetings created by Chili Piper since we also create an Event on your calendar. 

You can follow the steps below to confirm if you have this option enabled in your CRM: 

  1. Open HubSpot and click the User's name in the top right:

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  2. Check Profile & Preferences at the top:

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  3. Click Calendar:

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  4. Check if the calendar is synced:

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More information about this feature here. 

Engagement Settings and Impact on Syncing

Since the duplications can happen based on the configuration that you have in place in both Chili Piper and your CRM, here is a simple breakdown of what happens.

Based on how these features are configured:

  1. If Chili Piper creates the meeting -> Google Event is created -> HubSpot Engagement is Created

    In this case, HubSpot Sync creates an Engagement off the Google Event -> duplicates happen in HubSpot

  2. If HubSpot creates a Meeting with Sync enabled -> Engagement is created


If we turn off Engagement Creation on Chili Piper's end:

  1. Google Event will be created

  2. HubSpot will create the Engagement off the Google Event with Basic Details -> Meeting Title, Meeting Description, Assignee and Prospect


If we turn on Engagement Creation on Chili Piper's end (sync disabled):

  1. Google Event will be created

  2. HubSpot Engagement will be created with all the data from Chili Piper: Meeting Title, Meeting Description, Assignee and Prospect, Meeting Type, No Shows, Cancel Status, Router Name, Booking Status (accepted or declined), Meeting Creation Date.



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