How to Update Lead Status in CRM on Appointment Cancellation Using Pabbly Connect

Learn how to automatically update lead status in your CRM on appointment cancellation using Pabbly Connect. Step-by-step tutorial with detailed instructions. Revolutionize your productivity approach with just a few strategic clicks. Uncover professional methods for connecting applications and creating workflows that reclaim hours of your week.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Appointment Cancellation

To update lead status in CRM on appointment cancellation, you first need to access Pabbly Connect. Start by visiting the Pabbly website and signing in to your account. If you’re a new user, you can sign up for a free account, which allows you to test automation tasks each month.

Once logged in, you will see the Pabbly Connect dashboard. Click on the blue button labeled ‘Create Workflow’ to start setting up your automation. You’ll need to name your workflow, for example, ‘Auto Update Lead Status in CRM’. After naming your workflow, click on the ‘Create’ button to proceed.

2. Selecting Applications in Pabbly Connect

In this integration, you will connect Pabbly Connect with Calendly and HubSpot CRM. The first step is to choose Calendly as the trigger application. Set the trigger event to ‘Invite Cancelled’ so that the automation activates whenever an appointment is canceled.

• Select Calendly as the trigger application.
• Choose ‘Invite Cancelled’ as the trigger event.
• Connect your Calendly account to Pabbly Connect.

After selecting the applications, you will need to connect your Calendly account. This connection allows Pabbly Connect to capture the cancellation details. Once the connection is established, click on ‘Save and Send Test Request’ to verify the setup.

3. Updating HubSpot CRM with Pabbly Connect

Now that you have set up the trigger with Calendly, the next step is to update HubSpot CRM using Pabbly Connect. Select HubSpot as the action application and choose the action event ‘Update Contact’. This step ensures that when an appointment is canceled, the lead status in HubSpot will be updated accordingly.

To connect HubSpot, click on ‘Add New Connection’ and log in to your HubSpot account. After successful authentication, you will be prompted to enter the contact ID of the lead whose status you want to update. This contact ID can be obtained by searching for the contact in HubSpot based on the email address captured from the cancellation event.

• Select ‘Update Contact’ as the action event.
• Map the contact ID obtained from the previous step.
• Change the lead status from ‘Open’ to ‘Unqualified’.

After mapping the contact ID and changing the status, click on ‘Save and Send Test Request’ to finalize the update. This will change the lead status in HubSpot CRM automatically when an appointment is canceled.

4. Testing the Integration in Pabbly Connect

Once you have configured the integration, it’s essential to test the workflow to ensure everything is functioning correctly. Using Pabbly Connect, simulate an appointment cancellation in Calendly. This step will trigger the automation and update the lead status in HubSpot CRM.

After canceling the appointment, return to Pabbly Connect and check the response. You should see the captured details from the cancellation event, including the lead’s name and email. Verify that the lead status in HubSpot has been updated to ‘Unqualified’ as expected.

Cancel the appointment in Calendly to trigger the workflow. Check the response in Pabbly Connect for captured details. Verify the lead status in HubSpot CRM.

Testing ensures that the integration works seamlessly, providing your team with real-time updates on lead status based on appointment cancellations.

5. Final Setup and Automation with Pabbly Connect

After successfully testing the integration, your automation is now set up to update lead status in CRM on appointment cancellation. With Pabbly Connect, you can rest assured that every time a lead cancels an appointment, their status will be updated automatically in HubSpot CRM.

This automation not only saves time but also ensures that your sales team is promptly notified of lead status changes. You can further customize this workflow by integrating additional applications or modifying the existing steps to fit your business needs.

To summarize, using Pabbly Connect, you have created an efficient system that updates lead statuses automatically, enhancing your CRM management and lead follow-up processes. If you want to replicate this setup easily, you can clone the workflow shared in the description.

Conclusion

In conclusion, automating the update of lead status in CRM on appointment cancellation using Pabbly Connect streamlines your workflow and ensures timely follow-ups. This setup enhances your CRM efficiency and lead management capabilities.