How it works
When something happens in Appointedd - a new booking, an update, a cancellation, or a new customer - Appointedd can send that information out automatically. To get this into HubSpot, that information needs to pass through a small connector (your "middleware") before landing in your HubSpot account.
Appointedd → Your connector → HubSpot
Important:
Appointedd doesn't connect to HubSpot directly - you (or your developer/IT provider) need to have a connector set up first. If you don't already have one, speak to your developer or your HubSpot integration provider before following the steps below, as they'll need to give you three things:
A web address (URL) to send the webhook to
A header name (usually something like `X-API-KEY`)
A secret token/password
Once you have those three details, follow the steps below.
What gets sent to HubSpot
Once connected, the following happens automatically:
When this happens in Appointedd... | ...this happens in HubSpot |
A new booking is made | Customer is added/updated as a contact, and the booking details are logged |
A booking is changed (time, status, etc.) | The booking record in HubSpot is updated to match |
A booking is cancelled | The booking is marked as cancelled in HubSpot |
A new customer is created | A new contact is created in HubSpot |
A customer's details are updated | The matching HubSpot contact is updated |
A customer is deleted | The matching HubSpot contact is archived |
Customers are matched using their email address, so no duplicate contacts are created if the same person books again.
Setting up the connection
You'll need to create 6 separate webhooks in Appointedd - one for each event listed above. They all use the same web address, header name, and token, just a different event each time.
Steps (repeat 6 times, once per event):
In Appointedd, go to Connect > Create webhooks.
Name: give your webhooks a clear name so you can tell them apart later e.g. "HubSpot - Booking Created".
Webhook Trigger: choose the matching event from the dropdown (e.g. "Booking Created").
URL: paste in the web address your developer gave you.
Authenticate webhook: make sure this is switched ON.
Authentication header: select Custom Header.
In the box underneath, enter the header name your developer gave you (e.g. `X-API-KEY`).
Authentication token: paste in the secret token your developer gave you.
Click Save Webhook.
Repeat for all 6 events:
Booking Created
Booking Updated
Booking Cancelled
Customer Created
Customer Updated
Customer Deleted
Testing it
Once all 6 are set up, make a test booking in Appointedd (you can cancel it afterwards). Within a few seconds, you should see a new or updated contact in your HubSpot account matching the test booking's details
If nothing appears in HubSpot after a minute or two, double check:
Are all 6 webhooks are created?
Are the URL, header name, and token exactly match what your developer gave you (no extra spaces)?
Is your developer's connector is up and running?
If it's still not working, contact your developer/integration provider with the webhook name that isn't working, as they'll need to check the connector's logs on their end.
Need help?
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