HubSpot + SkipUp

Connect HubSpot and SkipUp through Zapier to automatically schedule meetings when deals reach key stages. When a HubSpot deal moves to “Demo Requested,” SkipUp’s AI reaches out to the prospect via email to find a time.

What you’ll build

Zap 1: HubSpot deal stage change → SkipUp creates meeting request Zap 2 (optional): SkipUp meeting booked → Update HubSpot deal to “Demo Scheduled”

Prerequisites

• SkipUp connected to Zapier (setup guide)
• HubSpot connected to Zapier
• A HubSpot deal pipeline with a “Demo Requested” stage (or equivalent)

Zap 1: Deal stage → Meeting request

Step 1: Set up the HubSpot trigger

1. Create a new Zap
2. Search for HubSpot and select Updated Deal Property
3. Set the property to Deal Stage
4. In the filter, set: Deal Stage = “Demo Requested”
5. Test the trigger to pull sample data

Step 2: Add the SkipUp action

1. Add an action step → SkipUp → Schedule Meeting
2. Map the fields:

SkipUp field	HubSpot mapping	Notes
Organizer Email	{{Deal Owner Email}}	The rep who owns the deal
Participant Emails	{{Associated Contact Email}}	The prospect
Meeting Title	Demo: {{Deal Name}}	Clear title for calendar
Meeting Purpose	Product demo for {{Company Name}}	Used by AI to write the email
AI Instructions	See template below	CRM context for personalization

AI Instructions template for HubSpot

Use this template in the AI Instructions field to give SkipUp’s AI rich context:

Prospect: {{Contact First Name}} {{Contact Last Name}}
Company: {{Company Name}}
Role: {{Contact Job Title}}
Deal: {{Deal Name}} ({{Deal Amount}})
Deal Stage: Demo Requested

Context from CRM notes:
{{Deal Description}}

Instructions: Schedule a product demo. Keep the tone professional but friendly.
The prospect expressed interest through {{Original Source}}. Reference their
specific use case if mentioned in the notes above.

Tip

The more CRM context you include in AI Instructions, the more personalized the scheduling email. SkipUp’s AI uses this to write outreach that feels hand-crafted, not automated.

Step 3: Test and activate

1. Click Test step — this creates a real meeting request
2. Verify the request appears in SkipUp with the correct details
3. Turn on the Zap

Zap 2: Meeting booked → Update HubSpot

When SkipUp confirms a meeting time, update HubSpot automatically.

Step 1: SkipUp trigger

1. Create a new Zap
2. SkipUp → Meeting Scheduled trigger
3. Test to get sample data

Step 2: HubSpot action

1. Add HubSpot → Update Deal action
2. Search for the deal using the organizer email or participant email
3. Set Deal Stage to “Demo Scheduled”

Step 3: Optional — Add a Slack notification

Add a second action step:

1. Slack → Send Channel Message
2. Channel: #sales-meetings
3. Message:

Meeting booked! 🎉
Organizer: {{organizer_email}}
Participants: {{participant_emails}}
Title: {{title}}
Booked at: {{booked_at}}

Handling cancellations

Create a third Zap to handle cancellations:

1. SkipUp → Meeting Cancelled trigger
2. HubSpot → Update Deal action → Revert stage to “Demo Requested”
3. Optional: Slack notification to alert the rep

Common field mappings

HubSpot field	SkipUp field	Notes
Deal Owner Email	Organizer Email	Must be a SkipUp workspace member
Contact Email	Participant Emails	The prospect being scheduled
Contact First + Last Name	Organizer Name	Only if not set in SkipUp
Contact Timezone	Organizer Timezone	IANA format (e.g., America/New_York)
Deal Name	Meeting Title	Shows on calendar invite
Deal Description	AI Instructions	Rich context for the AI

Troubleshooting

“Invalid organizer” — The deal owner’s email must match a SkipUp workspace member. Make sure all reps are added to your SkipUp workspace.

“No associated contact” — The HubSpot deal needs at least one associated contact with an email address for SkipUp to schedule with.

Deal doesn’t update after booking — Make sure Zap 2 is active and the SkipUp “Meeting Scheduled” trigger is working. Check SkipUp Settings > Webhooks to verify the webhook is enabled.

What’s next

• Salesforce + SkipUp — Similar workflow for Salesforce
• Pipedrive + SkipUp — Pipedrive integration guide
• How to Write Great AI Context — Maximize scheduling email quality
• Troubleshooting Zapier — Common issues and fixes