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Connecting GReminders to Hubly Using Zapier Webhooks

You can use Zapier and webhooks to integrate GReminders with Hubly, enabling automation between calendar activity and workflow actions.

Updated over 2 months ago

Overview

You can use Zapier to connect GReminders with Hubly, enabling powerful automations based on client meetings and calendar activity.

GReminders does not offer a native Zapier app but supports webhooks — making it easy to trigger Zaps based on appointments and Notetaker transcripts. This article walks through how to:

  1. Trigger a Hubly workflow when GReminders Notetaker detects specific keywords (e.g., “RMD”)

  2. Automatically update a client date field in Hubly when an appointment is created in GReminders

Prerequisites

  • A Zapier account

  • Admin access to GReminders.

  • A connected Hubly Zapier account

  • A workflow template already created in Hubly (e.g., “RMD Workflow”)

  • A custom date field in Hubly, if using the date-update automation

Scenario 1: GReminders Notetaker Summary Created → Keyword Match → Start Hubly Workflow

📝 Use Case

After a meeting, GReminders' Notetaker generates a transcript of the conversation. If that transcript includes keywords like "RMD" or "Required Minimum Distribution", you can automatically trigger the RMD Workflow in Hubly for that client.

🔧 Steps to Set It Up in Zapier

1. Trigger: Webhooks by Zapier → Catch Hook

  • Create a new Zap

  • Trigger: Webhooks by Zapier → Catch Hook

  • Copy the custom webhook URL

2. Send GReminders Notetaker to Zapier

  • In GReminders:

    • Go to Admin > Integrations > Webhooks

    • Add a webhook for "Notetaker Completed"

    • Paste your Zapier webhook URL

    • Save and test it by scheduling a meeting and letting Notetaker run

3. Filter: Match on Keywords

  • Add a Filter or Split Into Paths by Zapier step:

    • Choose the field containing the transcript (e.g., {{notes}})

    • Filter using Text contains → add keywords like:

      RMD, Required Minimum Distribution, Rollover, etc

    • You can add multiple filters or use Zapier Paths for different keywords

4. Action: Start Workflow in Hubly

  • Action: Hubly → Start Workflow for Client

  • Map the following fields:

    • Client Email (from GReminders payload)

    • Workflow Template: Choose the appropriate template (e.g., “RMD Workflow”)

✅ That’s it — your automation is live!

Scenario 2: GReminders Appointment Created → Update Client Date in Hubly

📝 Use Case

When a new event is scheduled in GReminders, automatically update a custom date field for that client in Hubly (e.g., "Next RMD Review Date" or "Last Meeting Date").

🔧 Steps to Set It Up in Zapier

1. Trigger: Webhooks by Zapier → Catch Hook

  • Create a new Zap

  • Trigger: Webhooks by Zapier → Catch Hook

  • Copy the URL

2. Send Appointment Events to Zapier

  • In GReminders:

    • Go to Admin > Integrations > Webhooks

    • Add a webhook for “Appointment Created”

    • Use the Zapier webhook URL

    • Save and send test data

3. Action: Update Client Date in Hubly

  • Action: Hubly → Set Client Date

  • Map:

    • Client Email from GReminders

    • Date Field Name (e.g., “Next RMD Review”)

    • Date Value (e.g., {{appointment_start_time}})

Note: Make sure the field name matches the custom field you’ve defined in Hubly.

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