Sync clients, bookings and meeting notes to HubSpot

Connect HubSpot once and Your Day Schedule keeps your CRM current on its own: every client becomes a contact, every booking becomes a HubSpot meeting on that contact's timeline, and eligible completed Meeting Listener sessions land as meeting notes with the full transcript attached. Nothing to export, nothing to copy-paste.

Connect HubSpot

You need a HubSpot account where you're allowed to install apps (Super Admin, or a user with the App Marketplace Access permission).

1. Open Settings → Integrations and click Connect on the HubSpot card.
2. HubSpot asks you to pick the account to connect and to review the permissions: contacts (read/write) and files. Tick the box to allow an unverified app if HubSpot shows it, then click Connect app.
3. You're sent back to Your Day Schedule with HubSpot marked Connected, showing the HubSpot account number.

That's it. The moment you connect, we queue your clients, bookings, and completed meeting sessions. Recordings are exported only when they meet the eligibility rules below. Large histories take a while: the sync runs in the background every few minutes, so give a big backfill an hour or two.

What gets synced

Sync is one-way: Your Day Schedule → HubSpot. Changes you make in HubSpot never flow back.

• Clients → Contacts. Name, email and phone. If a contact with the same email already exists in your HubSpot account, we update it instead of creating a duplicate — so connecting HubSpot into an existing CRM is safe.
• Bookings → Meetings. Each booking becomes a HubSpot meeting on the client's contact, with the meeting type as its title, start and end time, your video link as the location, and an outcome that follows the booking: Scheduled, then Completed, Canceled or No show. Reschedules move the meeting; cancellations mark it canceled (with the reason, if the client gave one). Unpaid checkout holds that were never completed are skipped — abandoned carts don't clutter your CRM.
• Meeting Listener sessions → Notes + transcript. For booked sessions, the saved recording notice must mention HubSpot and the client must not have opted out. Sessions without a booking must have started after the host connected HubSpot. Only eligible completed sessions are exported: their AI summary, action items and decisions become the meeting's internal notes, and the full transcript is uploaded as a private file (visible only to users of your HubSpot account) attached to that meeting.

We don't sync tasks, availability, packages, or payments — HubSpot is a record of who you met and what was said, not a billing system.

Your clients see this

Because transcripts leave Your Day Schedule and land in your HubSpot account, the transcription notice on your booking page changes the moment you connect: it tells clients that this host has connected HubSpot and that the transcript and summary are also copied there. The AI note-taking heads-up email says the same. Clients can still opt out of transcription exactly as before — if they do, its summary and transcript are not exported. Client details and booking records sync separately.

You remain the controller of the data in your HubSpot account, under HubSpot's terms and your own privacy practices. Our Privacy Policy describes the sync in "Other connected services".

If something's off

• "Sync needs attention" on the card. Some records failed to sync. Correct invalid client or booking email addresses in Your Day Schedule; linked sessions are queued again when their client or booking changes. Contact support if records remain stuck. A connected account can still have unsynced records.

• "Reconnect" showing on the card. HubSpot revoked or expired our access (usually because someone uninstalled the app from HubSpot's side or changed the account's password policy). Click Connect again — everything pending picks up where it left off, and we re-check all your records.

• A booking or contact hasn't appeared. Sync runs every five minutes, and a fresh backfill can queue thousands of records. If a single record still hasn't shown up after an hour, email support@yourdayschedule.com with the client's email address and we'll look at the sync log.

• Two of you share one HubSpot account. Fine — each host connects separately. Contacts dedupe by email, so a client you both see is one contact with both of your meetings on it. If one of you disconnects, the other's connection keeps working.

Disconnect

Settings → Integrations → HubSpot → Disconnect removes our stored access and refresh tokens and stops new sync requests. A request already sent may finish. Anything already in HubSpot stays there — delete it in HubSpot if you want it gone. We retain remote record IDs separately for each HubSpot account, so reconnecting updates existing records instead of recreating historical meetings. You can uninstall the app from HubSpot itself; that affects every host using the app in that HubSpot account.