Google Calendar with HubSpot Sales Chrome Extension

Goal: Turn on and Utilize the Google Calendar Bidirectional Sync with HubSpot

Key Topics: 

• Turn on Google Calendar in the Sales Extension
  • Refresh
• Sales Workspace / Meeting Assistant

• • Where to View
  • Prepare for Upcoming Meetings
  • Follow Up on Past Meetings
• Log Outcomes
• How the Sync Works
  • FAQ's
• Admins / SDR Please Note
  • Viewing NSE's Schedule

Turn on Google Calendar in the Sales Extension

Refresh

Sales Workspace / Meeting Assistant

Where to View

• Navigation > Workspaces > Sales
• Schedule Tab
  • You can change the view to show Today, Select Day, Week, Month, etc. 
  • You can change the Key  to show specific event types
  • You can Hide Weekends on the schedule
  • Update Timezone

• The Schedule Tab is a Read-Only View of your connected calendar events and tasks
• Within the Schedule Tab you will see opportunities to prepare and follow up for meetings with the Meeting Assistant
  • Meeting Assistant Provides detailed information about your meeting attendees, suggests activities for you before and after meetings, and provides AI generated summaries
    • You can only prepare and recap for meetings scheduled with at least one non-internal HubSpot contact (These meetings will be in orange)
      • See FAQ Section for more details
• Schedule Tab:
  • Once on the Schedule Tab, you will see three sections that can be expanded:
    • Upcoming Meetings
      
      • Click the meeting title to view details about upcoming meetings so you can prepare for them
    • Awaiting Meeting Outcomes
      • Use the Meeting Outcome dropdown menu and select an outcome
        • If there's any additional follow up actions needed, they'll appear in the next section
    • Follow-Up Opportunities
      • You can update the meeting outcome, you can also click the email or the description icon and you'll be redirected to follow up after meetings

Prepare for Meetings

• Click on the Event you would like to prepare for
  • In the Sales Workspace (Schedule Tab)
  • Or Google Calendar
• You will see a button to "Prepare"

• Click Prepare and you will be brought to the Meeting Assistant
  • Information Section 
    
    • Contact name
    • Any Associated Deals to Contact
    • Team Notes - You can tag another user in these notes
      • Be sure to save your notes
  • Prepare for Meeting
    
    • Suggested Activities for your to complete prior to your meeting
      
      • Examples may include:
        • Reviewing Records, converations, and notes, and following up with attendees that have not accepted the invite
    • You will see suggested activities at the bottom of the Meeting Assistant Page
    • Select Insights to generate an AI summary of the record, including recent communications and company details
    • Once you are prepared, you can click the X in the top right corner to exit

Follow-Up on Meetings

• There will be opporunity to "Follow-Up" via the Meeting Assistant on Meetings that have past
  • Review Meeting Attendees
  • We don't have our meetings transcribed in HubSpot, however copying and pasting the transcription from the Dialpad meeting is a great idea for reference. 

• • Team Notes can also be added here - be sure to save notes.
  • You will be prompted with guided actions, such as:
    • Sending a follow-up email, updating meeting notes and outcomes
      • To take action, click the link at the end of each suggested activity
        • Ex: "Send follow-up email to this contact"
          • When clicked, an email box will open
    • To complete an activity, you can select the checkmark

Log Outcomes

• You will see a dropdown for the outcome
  • Select the Dropdown and choose the correct outcome
• The Sales Workspace will give guided actions to update meeting outcomes if they have not been updated already 

How the Sync Works

General Meeting Sync: 

• HubSpot Syncs with your primary Google Calendar to log events into HubSpot if the meeting includes a HubSpot Contact
  
  • When you invite a HubSpot Contact through Google Calendar, the meeting will appear on their contact record timeline in HubSpot

Meetings Between Employees:

• Events involving only internal members are not logged to HubSpot contact records automatically, unless the employee has a contact record
  • For ICR, they will sync to the ICR Employee Hub Record, as each employee has a HubSpot contact

Out of Office or Private Events

• These are not synced to HubSpot
• If a public event is later changed to provide, the engagement remains in HubSpot, but further changes will not sync

Working Location or Shadow Calendars:

• Working locations na dsimilar events not directly related to HubSpot contacts won't automatically log in HubSpot timelines.
• Google Meet Links, if added thorugh HubSpot meetings and docoumented, will sync if they're public and linked with HubSpot contacts 

FAQ's

How does the Sync Work?

• This is a bi-directional sync
• Meetings can still be created within HubSpot but can also now start in Google Calendar, and will still be logged and tracked in HubSpot

Do all Meetings get Logged into HubSpot?

• Events are only synced if the contact already exists in your HubSpot account and your calendar is connected. 
• If the organizer is the customer, and the employee attends, the meeting will sync to HubSpot if the organizer has a known HubSpot Contact

What if there is not a HubSpot Contact on the meeting event, but then one is created. Will the sync update to be able to prepare/follow up in google Calendar? 

• Yes, if the contact is created, then it should sync to HubSpot even after the event is created

What if the Meeting is between two employees?

• It will not sync unless one of the employees has a matching contact record in HubSpot

What if the meeting includes both a customer and an employee as a guest?

• As long as the employee has a connected calendar and an existing contact record in HubSpot, it will sync to HubSpot

Please Note

Viewing NSE's Schedule

• In the navigation select, Workspaces > Sales
• Select the Schedule Tab
• Click the Name (You'll see a drop down arrow)
• Search for the desired Sales Rep and click their name
• This will then show their Schedule
  • Admins will also be able to complete follow up steps, log outcomes, add internal notes, etc..