Get ready for your next surge of client meetings by leveraging Hubly's integration with Zapier to:

  • Automatically record meeting dates, times, and types the moment that they're scheduled via Calendly, OnceHub (ScheduleOnce), or Acuity

  • Find and add clients to your Meeting Prep workflow (or use the Important Client Date Rule in Hubly to move clients into the workflow a week or two prior to their meeting)

We recommend leveraging meeting scheduling software such as Calendly, OnceHub (ScheduleOnce), or Acuity to help you manage the scheduling of client meetings.

Meeting scheduling software makes it easy to:

  • Limit booking availability to only specific days of your week

  • Enforce minimum buffer times between meetings

  • Set a maximum number of meetings that can be scheduled any given day/week

  • Avoid last-minute bookings and ensure that meeting slots are only available a minimum number of days/weeks in advance

  • Automate meeting confirmation and reminder emails

  • Directly integrate Zoom/Teams to create virtual new meeting links

  • And a lot more!

To get started, ensure that your Calendly, OnceHub (ScheduleOnce), or Acuity software is configured with a meeting type for the next surge meeting (typically your Ongoing Client Meeting, or Client Review type).

In Hubly, navigate to your Settings Page and go to Integration Settings:

Select Integrate from the More menu on the Zapier integration:

Once you login to Zapier, you will be asked to accept the invitation to begin building Zaps:

You can now create a new Zap or add Hubly as a step by editing any existing Zaps in your account:

When creating a new Zap, you will need to choose your Meeting Scheduling Software as the trigger:

From there you will choose Invitee Created (or Meeting Scheduled, depending on the app) as the Trigger Event:

Once you hit Continue you will be asked to login (or choose an existing account) and test the trigger (to receive some test data for the next steps) prior to continuing with the setup.

Now you can add a second step to this Zap.

You'll want to set up a Filter Action for a specific event type (ie. Client Meeting) so that this Zap will only proceed when a specific type of meeting is scheduled:

When setting up the Filter step, you'll want to select the EventType Name from your scheduling app, the (Text) Contains function for the filter, and you'll need to type in the name of this specific event type that you're filtering for (as it appears in your scheduling app) prior to hitting Continue:

Depending on your test data, you might receive an alert that this zap would not have run. That's OK, just hit close.

Now that you've set up your trigger and your filter, you can add your action steps:

Select + Add to create a new step and search for Hubly to add your first action step:

The first Hubly step will be a Find Client action:

You will be asked to log in to your Hubly account and select your Hub from the first dropdown:

Since it's more reliable to search for your clients by their email address, you should select the email from the test data received from the scheduling application in Step 1 of this Zap:

Note: We will not select the option to Create a Hubly Client if no client is found since this specific zap will be for existing clients that schedule meetings with you:

You will be asked to Test & Continue prior to continuing to the next step:

Search for Hubly once again to add your second action step:

The second Hubly step will be a Set Client Date action:

Once again, you will be asked to select your Hubly account and your Hub from the first dropdown:

From the Client dropdown you will need to navigate to the Custom Tab to select the client found in the previous (third) step of this Zap:

From there, select the ID field (think of this as a license plate for the client record you found):

Then you will select Meeting for the Client Date Type field, and in the Meeting Date Type you will need to find the meeting date type from Hubly that you would like this Zap to set for you ("Client Meeting" in our example below):

And finally, you will need to find the Event Start Time from the meeting scheduling step and set that for the New Client Date field.

Note: Look for the uglier data field, since Zapier needs to process the computer formatted timestamp to set the time.

Completed, this step should look something like this:

You will be asked to Test & Continue prior to continuing to the next step:

Search for Hubly once again to add your third action step:

The third Hubly step will be an Assign Client to Workflow action:

Once again, you will be asked to select your Hubly account and your Hub from the first dropdown:

From the Client dropdown you will need to navigate to the Custom Tab once again to select the client found in the third step of this Zap:

Again, select the ID field (the "license plate" for the client record you found):

Finally, you will select the workflow that you'd like this client to be added to under the Workflow field ("Client Review Meeting Prep" in our example):

Completed, this final step should look something like this:

You will be asked to Test & Continue prior to adding any additional steps:

Note: The Assign Client to Workflow in Hubly step may not be necessary if you've already configured an Important Client Date Rule in Hubly to add your clients to the Meeting Prep workflow automatically for this meeting type. Just make sure that your meeting scheduling software avoids last-minute bookings and ensures that meeting slots are only available a sufficient number of days/weeks in advance.

You're all set! Now just turn on the Zap to see it in action!

We recommend setting up separate Zaps to also capture prospect and new client meetings. Doing this is easy, simply select Copy from the existing Zap's dropdown menu and edit the filter, meeting type, and workflow:

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