Every booking lands in your CRM
Short version: Connect Bookafy to HubSpot and every appointment booked becomes a contact and a logged meeting in your CRM, automatically. It runs through Zapier or Make, or through Bookafy’s open API and webhooks if you want it real-time.
A prospect books a demo on your Bookafy page. Without an integration, that fact lives on a calendar and nowhere else — HubSpot finds out when a rep types it in, which is to say sometimes. With the integration, the booking creates or updates the HubSpot contact with the name, email, phone, service booked, appointment time and every custom question you asked on the booking form.
Bookafy is a published Zapier app. Here is what it actually exposes, which is what determines what you can build:
| Bookafy triggers | Bookafy actions |
|---|---|
| New Appointment New Customer New Appointment Type New User |
Create Appointment Create Customer |
Unlike Salesforce, HubSpot is not a Zapier Premium app, so the free Zapier plan is enough to get started.
Zapier polls, it does not push. On Zapier’s free plan it checks Bookafy every 15 minutes. If your reps expect the contact to appear instantly, use Bookafy’s webhooks and open API instead — those fire in real time.
No cancellation trigger. Zapier cannot currently react to a Bookafy appointment being cancelled or rescheduled. If HubSpot needs to know a meeting fell through, that has to come through the API. Better you know now than halfway through building it.
Fair question. HubSpot Meetings is decent and it is right there. Where teams outgrow it:
If a HubSpot Meetings link genuinely covers what you need, keep it. Plenty of teams run both — HubSpot Meetings for the sales team, Bookafy for everything else, both feeding the same CRM.
No. HubSpot is not a Zapier Premium app, so the free tier will get you started.
Only if you build it naively. Look the person up by email first, then create or update.
Yes — Bookafy exposes a Create Appointment action.
Yes, and there is an open API and webhooks for anything custom.
Bookafy also connects to 3,000+ apps through Zapier and Make, and offers an open API and webhooks for anything custom.
If you’re weighing up appointment scheduling software, these go deeper:
