Once your HubSpot account is connected to Demodesk, you can set up the integration on the Internet Accounts page. In the integration settings, you can configure the integration between Demodesk and HubSpot based on your needs.
In essence, you can control whether Demodesk should create the following objects:
Meetings
Deals
Companies
To get to know everything you need about canceled meetings, jump here.
If you turn the creation of these objects on, we first check if the objects already exist for the given email address to avoid their duplication.
Creating meetings
For creating meetings, you can specify if you have other syncs with HubSpot enabled. For instance, if you have active sync between your calendar and HubSpot, you should select the second option to avoid double meetings in HubSpot. In case you are unsure about what option to select here, feel free to reach out to us via the chat.
Meeting duplication prevention (other sync) ensures that no duplicate meetings get created in Demodesk. If you select the first option, then Demodesk will create events in Hubspot. If there is another tool creating events in Hubspot from the calendar then this can lead to duplicate meetings.
In this case we recommend the second option. Here Demodesk looks for the event in Hubspot and only updates it. If the meeting is not created then we will throw an error after a day of trying to update the meeting.
Creating deals
If you want to automatically create HubSpot deals via Demodesk, you need to set a Pipeline and a Stage. These values are needed in order to create the object in HubSpot. You can specify the default values in the integration settings.
Default connections
By default, we connect some system tokens in Demodesk to standard fields in HubSpot (see below for more details).
Token in Demodesk | Property in HubSpot |
Guest first name | First name (Contact) |
Guest last name | Last name (Contact) |
Guest company name | Name (Company) |
Meeting name | Title (Meeting) |
Meeting date time | Start time (Meeting) |
Meeting participants | Attendees (Meeting) |
Meeting duration (scheduled) | Duration (Meeting) |
Meeting status | Outcome (Meeting) |
After scheduling: Booker, Meeting status, Event type, Playbook, Meeting link After the meeting: Meeting notes | Attendee description (Meeting) |
Canceled meetings
If a meeting is canceled in Demodesk, it is deleted from the calendar (for Google & Outlook). If the sync between the calendar and HubSpot is enabled, the meeting will also be deleted in HubSpot. This prevents tracking/reporting on canceled meetings.
To solve this, we have implemented a feature that doesn’t remove canceled meetings from Google calendar. The following will happen:
The meeting is canceled in Demodesk
We add “Canceled: “ to the meeting title
All participants are set to “not going” in the calendar → the meeting stays in the calendar, but appears as canceled (cross-through)
The meeting stays in HubSpot; we update the meeting status to “Canceled”
Note: If the meeting is deleted in the calendar, the sync between the calendar and HubSpot will also delete it in HubSpot. This is out of our control.
In case you need to reschedule after the meeting is canceled, we can still ensure the sync:
Reschedule in Demodesk
Host response is set to “going”, participants are set to “no response” (meeting is not crossed-through anymore)
In HubSpot, we update the meeting status to “Scheduled”