How to Send HubSpot Meeting Notifications to Slack with Zapier

Dashboard > Create Zap > HubSpot

Connect HubSpot to Zapier

Link your HubSpot account to Zapier to access meeting booking data. You'll need admin permissions in HubSpot to authorize the connection.

1. 1Click 'Create Zap' from your Zapier dashboard
2. 2Search for 'HubSpot' in the trigger app field
3. 3Select 'New Meeting Scheduled' from the trigger event dropdown
4. 4Click 'Sign in to HubSpot' and authorize Zapier access

HubSpot Trigger > Configure

Configure HubSpot Trigger

Set up the trigger to fire only for new meeting bookings. This filters out meeting updates and cancellations that would create false alerts.

1. 1Leave 'Object Type' as 'Meeting'
2. 2Set 'Additional Fields' to include 'Meeting Notes' and 'Meeting Type'
3. 3Click 'Continue' to proceed to testing

HubSpot Trigger > Test

Test HubSpot Connection

Pull in a recent meeting booking to verify the trigger works and see available data fields. This sample data will populate your Slack message template.

1. 1Click 'Test trigger' to fetch recent meetings
2. 2Select a meeting record from the list (pick one with notes if available)
3. 3Review the data fields shown in the preview panel

Action > Slack > Send Direct Message

Add Slack Action

Configure Slack as the action app to send direct messages. You'll connect your Slack workspace and set up the message format.

1. 1Click the '+' button to add an action step
2. 2Search for 'Slack' and select it
3. 3Choose 'Send Direct Message' from the action events
4. 4Click 'Sign in to Slack' and authorize your workspace

Slack Action > Configure > To

Map Recipient Field

Set up dynamic recipient selection so messages go to the assigned sales rep. This requires mapping HubSpot owner data to Slack usernames.

1. 1In the 'To' field, click the data picker icon
2. 2Select 'Meeting Owner Email' from HubSpot data
3. 3Add a fallback recipient email in case no owner is assigned

Slack Action > Configure > Message

Build Message Template

Create a formatted message that includes all relevant meeting details. Use HubSpot data fields to populate prospect information and meeting specifics automatically.

1. 1Click in the 'Message' text area
2. 2Type 'New meeting booked: ' then insert 'Meeting Title' from HubSpot data
3. 3Add line breaks and insert 'Meeting Start Time' and 'Attendees'
4. 4Include 'Meeting Notes' field to show pre-meeting form responses

🔔 New Lead: {{1.properties.firstname.value}} {{1.properties.lastname.value}}
Email: {{1.properties.email.value}}
Company: {{1.properties.company.value}}
Status: {{1.properties.hs_lead_status.value}}

Action > Formatter > Date/Time > Format

Format Meeting Time

HubSpot sends timestamps in UTC format. Use Zapier's formatter to convert this to your team's timezone for readable notifications.

1. 1Click '+' to add another action step between HubSpot and Slack
2. 2Select 'Formatter by Zapier' as the app
3. 3Choose 'Date/Time' then 'Format' as the transform type
4. 4Map HubSpot's 'Meeting Start Time' as the input value

Formatter > Configure

Set Timezone Conversion

Configure the formatter to output meeting times in your local timezone. This makes notifications more actionable for sales reps.

1. 1Set 'From Format' to 'YYYY-MM-DDTHH:mm:ss'
2. 2Choose your timezone from the 'To Timezone' dropdown
3. 3Set 'To Format' to 'MMM D, YYYY at h:mm A'
4. 4Click 'Continue' to test the transformation

Slack Action > Configure > Message

Update Slack Message with Formatted Time

Replace the raw HubSpot timestamp in your Slack message with the formatted version from the previous step.

1. 1Return to your Slack action step
2. 2Click in the message field where you added meeting time
3. 3Delete the HubSpot timestamp field
4. 4Insert the 'Formatted Date' output from the Formatter step

🔔 New Lead: {{1.properties.firstname.value}} {{1.properties.lastname.value}}
Email: {{1.properties.email.value}}
Company: {{1.properties.company.value}}
Status: {{1.properties.hs_lead_status.value}}

Slack Action > Test

Test Complete Workflow

Run a full test to verify the meeting notification sends correctly with proper formatting and recipient targeting.

1. 1Click 'Test action' on the Slack step
2. 2Check that the test message was delivered to the correct Slack user
3. 3Verify all meeting details appear correctly formatted
4. 4Review that pre-meeting form responses are included if available

Slack Action > Settings > Error Handling

Add Error Handling

Configure what happens when the workflow fails, such as when a meeting has no assigned owner or Slack user isn't found.

1. 1Click the gear icon on your Slack action
2. 2Select 'Settings' from the dropdown
3. 3Turn on 'Send error digest to email'
4. 4Set error handling to 'Stop task' rather than 'Continue anyway'

Zap Editor > Publish

Activate the Zap

Turn on your workflow to start receiving meeting notifications. The Zap will check for new bookings every 15 minutes on the free plan.

1. 1Click 'Publish Zap' in the top right corner
2. 2Give your Zap a descriptive name like 'HubSpot Meeting Notifications'
3. 3Toggle the Zap to 'On' status
4. 4Monitor the task history for the first few triggers

Drop this into a Zapier Code step.

{% raw %}New meeting: {{hs_meeting_title}}
Prospect: {{hs_meeting_external_attendee}}
Time: {{formatted_date}}

{% raw %}New meeting: {{hs_meeting_title}}
Prospect: {{hs_meeting_external_attendee}}
Time: {{formatted_date}}
Location: {{hs_meeting_location}}

Pre-meeting notes:
{{hs_meeting_body}}{% endraw %}