📅Booking sync
Stamp the booking facts on the HubSpot contact when someone books from a Scheduler step: a stage value, the day they booked, the time the meeting starts, and the details Calendly collected on the book
Booking sync is the part of the HubSpot card that fires when a respondent books a meeting from a Scheduler step. A submission tells you what the lead answered; a booking tells you that they picked a slot, which day they picked it on, and when the meeting starts. Those are different facts, so they go to their own contact properties.
Everything here is optional. Leave a field blank and that fact is simply not written.
Step 1: Open the form in the editor, go to the Connect tab and switch the HubSpot card to Enabled. Scroll down to Booking sync and fill the fields you want.
Stage property
The contact property that marks the lead as booked, for example Lead Status.
Stage value
The fixed value stamped on that property every time someone books.
Booking date property
The calendar day the lead booked, not the day of the meeting.
Day timezone
The timezone that day is computed in. Blank means UTC.
Meeting time property
The date and time the meeting starts, taken from the scheduler.
⚠️ Note: These settings save to the live form as soon as you stop typing. The status line reads Changes saved automatically. Unlike design or question edits, they do not wait for Publish.
Step 2: Pick each property from the searchable picker. It lists your HubSpot contact properties as Label (internal_name), so you can search either the human label or the internal name.
If the property you want is not in the list, it does not exist in your portal yet. Create it in HubSpot first (a date property for the booking date, a date and time property for the meeting time), then come back and reopen the picker. Nothing is created in HubSpot for you.
Stage value is a plain text field, not a picker, because it has to match what your HubSpot property stores. Type the internal value exactly as HubSpot has it: if the option is labelled "Meeting booked" but stored as MEETING_BOOKED, type MEETING_BOOKED. A value HubSpot does not recognise is rejected and the stage is not set.
💡 Tip: Day timezone takes an IANA name such as
America/BogotaorEurope/Madrid. If the name is not recognised the field warns Not a timezone name we recognise. The day will be computed in UTC. and still saves, so a typo silently shifts bookings made late in the evening to the following day.
Why the two dates are different
Booking date property
When did this lead commit?
On every booking, even if the provider reports no start time.
Meeting time property
When are we actually meeting?
Only when a start time is available.
Reporting on "meetings booked this month" counts the day the lead booked, which is why Booking date property exists on its own. Stamping it with the meeting day would push a booking made on the 31st into next month.
HubSpot date properties store midnight UTC, so only the day is kept. Day timezone decides which day that is: a booking made at 22:00 in Bogota is still the same calendar day there, but is already the next day in UTC.
What else a booking carries
The booking page also tells Dapta Forms who booked. That is where the invitee details come from:
Booking: meeting time
The start time of the meeting, as the booking reported it.
Booking: full name
The name typed on the booking page.
Booking: first name
The first name, split from the full name when Calendly does not send it separately.
Booking: last name
The last name, split the same way.
Booking: phone
The phone number, when the event type asks for one.
Which of these you can map depends on whether the form asks for an email itself.
The form has an email question. That answer is what identifies the contact, and the whole submission has already synced by the time anyone books. Only Booking: meeting time is offered, on the scheduler question in the Build tab. The booking properties above still get stamped.
The form has no email question. The booking is the only place an address appears, so Calendly's invitee email becomes the contact key. The invitee rows are then offered too: on the scheduler question, and in Custom field mappings on the Connect tab, under System fields. When someone books, the answers they gave earlier are mirrored onto that contact, so the quiz you asked before the calendar is not lost.
⚠️ Note: Booking: meeting time on the question is sent as text, exactly as the booking reported it. A HubSpot date property will reject it. For a real date property, use Meeting time property in Booking sync, which sends a proper timestamp.
What happens when someone books
The respondent picks a slot in the embedded calendar and confirms on the booking page.
Dapta Forms records the booking and waits a short moment for the calendar to settle.
It reads the meeting start time and the invitee details back from Calendly.
It matches the HubSpot contact by email address (the invitee's address, or the one the form collected) and stamps the properties you configured above.
On a form with no email question, the earlier answers are mirrored onto that contact in the same pass.
Delivery is durable: if HubSpot is slow or briefly unavailable, the write is retried in the background instead of being dropped. You can follow every attempt in HubSpot history on the same card, where booking writes appear alongside submission writes. See Delivery, retries & history.
Nothing is written when the contact cannot be identified at all, when the HubSpot card is disabled, or when every Booking sync field is blank.
What's next
Scheduler step & Calendly: add the step, pick the event type and autofill the booking form.
How the sync works & troubleshooting: the email key, conflicting mappings and reading the history.
Map questions to contact properties: send each answer to a contact property.
Form elements: UTMs, score, outcome, submitted date: the rest of the metadata a submission can carry.
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