The Challenge
Our client was facing a significant workflow issue:
- Meetings booked in Acuity weren't automatically syncing to HubSpot
- Manual tracking required switching between multiple platforms
- No easy way to link meeting information to specific contacts
Our Automation Solution
We developed a two-part automation:
1. Retroactive Meeting Import
- Imported all past meetings from Acuity into HubSpot
- Ensured historical data was fully synchronized
2. Real-Time Meeting Synchronization
- Immediate mapping of new meetings to HubSpot contacts
- Automatic assignment to correct contact and owner
Technical Implementation Details
Automation Workflow
- Trigger: New meeting scheduled in Acuity
- 30-Second Delay: Ensures contact creation processes complete
- Contact Lookup:
- Search HubSpot by email
- Retrieve contact details
- Owner Identification:
- Locate contact owner in HubSpot
- Handle potential multiple ownership scenarios
Key Technical Challenges
- Date formatting issues (HubSpot uses 1st January 1970 as base)
- Ensuring contact exists before mapping
- Handling complex date and time calculations
Technical Safeguards
- Error handling with Google Sheet logging
- Robust contact lookup mechanism
- Flexible owner mapping
Benefits for the Client
- Automatic meeting synchronization
- No manual data entry
- Comprehensive meeting tracking
- Improved CRM data accuracy
Conclusion
Automation can transform seemingly complex workflow challenges into streamlined, efficient processes. By connecting Acuity and HubSpot, we've created a seamless meeting management system.
