Calendly bookings into HubSpot with WhatsApp confirmations via Heyy

Build an agent workflow that fires whenever someone books a meeting through Calendly. The trigger is a Calendly webhook for the invitee.created event.

From the Calendly payload, pull the invitee's email, full name, phone, the event type name (for example 'Sales Demo' or 'Intro Call'), the scheduled start time, and the booking page link.

Step 1, one-time lookups at the start of every run. Call List Contact Attributes in Heyy so you know the correct externalIds for our custom attributes meeting_time, meeting_link, and event_type. Also keep a small mapping of Heyy label IDs the user provides for each event type (for example booked_demo, booked_intro, booked_discovery). These labels are what Heyy's own automations watch to send the matching WhatsApp confirmation template. If the user has not provided the label IDs yet, ask them once and remember the mapping; if a needed label does not exist, use Create Label in Heyy to make it and tell the user to wire it to their WhatsApp template.

Step 2, HubSpot. Use Get Contact with idProperty=email to look up the invitee. If a contact exists, run Update Contact to refresh phone, full name, and any meeting-related properties. If no contact exists, run Create Contact with email, name, and phone. Either way, run Create Deal in a pipeline stage matched to the Calendly event type (demo stage for a demo booking, intro-call stage for an intro, and so on). Set the deal name to something like 'Demo with {{name}} on {{meeting_time}}' and associate the deal to the contact.

Step 3, Heyy, only if the Calendly payload has a phone number. Run Create Contact in Heyy with the invitee's name and phone. Set the custom attributes meeting_time, meeting_link, and event_type using the externalIds you resolved in Step 1. Attach the matching label ID (booked_demo, booked_intro, etc.) so Heyy's native automation fires the right WhatsApp confirmation template. Do not try to send a WhatsApp message yourself; Heyy does not expose a send-message operation, the label is the trigger.

Step 4, no-phone fallback. If the Calendly payload has no phone number, skip the entire Heyy step and instead run Create Note in HubSpot, associated with the deal you just created, with text like 'No phone on file from Calendly. Follow up by email at {{email}} to confirm {{event_type}} on {{meeting_time}}. Booking link: {{meeting_link}}.' so the rep knows to confirm manually.

Ask the user once for: the Calendly event-type-name to HubSpot-deal-stage mapping, the Calendly event-type-name to Heyy-label-id mapping, and the HubSpot pipeline id to use. Cache these decisions in the workflow config so reruns do not re-prompt.