I need help setting up an automated workflow that creates meeting records in HubSpot when I schedule events in Google Calendar. I’m using Zapier to connect these platforms but facing a major problem.
The automation works and creates meetings in HubSpot, but they show up as unlinked activities instead of being connected to specific contacts or companies. This is really important for my sales metrics since I work as an account executive.
What I want to achieve:
Google Calendar event gets created and starts the automation
Event name (like “Call with ABC Corp”) searches HubSpot for matching contact or company
If found → connect the meeting record to that contact/company
If not found → create new contact and link the meeting to it
I need this to work without involving Deals or Product objects since my company role doesn’t allow me to manage those areas.
I tried combining Lookup Contact and Lookup Company actions with Create Meeting Engagement, but the results are always orphaned meetings or errors asking for Product ID fields that I can’t access or don’t need.
Has anyone figured out how to make this connection work smoothly? Looking for a straightforward approach to automatically associate meeting activities with HubSpot contacts or companies via Zapier without needing Deal management permissions.
Had the same HubSpot/Zapier nightmare. Here’s what actually worked: Use Update or Create Contact as your first step, but you HAVE to pull the contact’s email from your Google Calendar event description or attendee list. Everyone skips this and then wonders why the lookup fails. Once that’s done, grab the Contact ID it spits back and use it in Create Meeting Engagement. Skip the Company lookup completely - it’s a pain and just creates more problems. Stick with contact-level associations and HubSpot will handle the company rollup automatically if the contact’s already linked. This way you avoid all that Deal and Product nonsense entirely.
Had the same issue when I was automating my workflow. Here’s what worked for me: run Create or Update Contact first, then Create Meeting Engagement. Set your Zap to find the contact using details from the Google Calendar event - it’ll either create a new one or update what’s already there. This grabs the contact ID you need for the meeting record. Then when creating the meeting, just map that contact ID to the Associated Contact ID field. This connects the meeting straight to the contact without any product requirement headaches and stops you from getting orphaned meetings.
Honestly, the trick is using Find Contact in HubSpot before creating the meeting. Map the calendar event title or attendee email to search for existing contacts first. If Zapier finds a match, use that contact ID. If there’s no match, run Create Contact and grab the new ID. Either way, you’ll have a contact ID to link when creating the meeting engagement. Worked for me without messing with any deal stuff.