HubSpot Automation and API Questions for Sales Development Experts

·Sep 26, 2025 04:06 PM·

Questions for Hubspot Experts: Context - I run an outsourced sales development shop and am working on some automations to run everything out of my own CRM so that I dont have to run multiple systems. Q1: Why isn't my automation working? Q2: Am I thinking of this the right way to track meetings booked with new deals? I think yes because it'll track revenue generated better. Q3: Are there any good API's that easily give me access to a clients calendar so I can book through Hubspot directly without having to use their calendly? Loom recording: https://www.loom.com/share/e8383d99ec8d4d95ae4bdc723a6eeb6b?sid=54bb329b-68dc-4afa-853a-f97d690d4402 Thanks in advance

4 comments

· Sorted by Oldest

Jessica L.
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Hey Clay T. I just watched your video and I don’t think it’s the workflow itself that’s not working. When you’re about to turn on a workflow, HubSpot first checks if there are any records that meet the trigger. If there are, it shows you the number of records and lets you choose whether to enroll them or just start fresh with new records moving forward. What might be happening is that it’s currently not recognizing a record that meets your workflow trigger. You’ll notice the “Next” button is enabled, which means you should be able to continue and turn the workflow on. From there, any new call log that meets the trigger should enroll as expected.
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Clay T.
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Thanks Jessica L.!!!!
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Jessica L.
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It could also have to do with the start trigger you selected. If you select when a filter criteria is met > call outcome is any of ¨Meeting booked¨ it will calculate how many calls already meet the trigger and allow you to enroll them or only the new ones after you turn the workflow on.
Ross D.
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Hey Claylyn, I think there may be a trigger issue. Generally I would do an enrolled contact and an associated activity has the call outcome rather than using call ended as a trigger. That way you can do multiple branches based on outcomes and segment accordingly. Regarding the line items being added, they way I have things set up is to attribute amounts as they are created through a rollup of certain fields that then populates the amount. Once the deal is closed my team add line items so we can report off line items for revenue info. It would also be worth looking into enrollments and action logs and seeing what was enrolled and if it stopped at a certain step. Happy to jump on a call and help run through if you needed!

Jessica L.
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Hey Clay T. I just watched your video and I don’t think it’s the workflow itself that’s not working. When you’re about to turn on a workflow, HubSpot first checks if there are any records that meet the trigger. If there are, it shows you the number of records and lets you choose whether to enroll them or just start fresh with new records moving forward. What might be happening is that it’s currently not recognizing a record that meets your workflow trigger. You’ll notice the “Next” button is enabled, which means you should be able to continue and turn the workflow on. From there, any new call log that meets the trigger should enroll as expected.
🙌1
Clay T.
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Thanks Jessica L.!!!!
2
Jessica L.
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It could also have to do with the start trigger you selected. If you select when a filter criteria is met > call outcome is any of ¨Meeting booked¨ it will calculate how many calls already meet the trigger and allow you to enroll them or only the new ones after you turn the workflow on.
Ross D.
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Hey Claylyn, I think there may be a trigger issue. Generally I would do an enrolled contact and an associated activity has the call outcome rather than using call ended as a trigger. That way you can do multiple branches based on outcomes and segment accordingly. Regarding the line items being added, they way I have things set up is to attribute amounts as they are created through a rollup of certain fields that then populates the amount. Once the deal is closed my team add line items so we can report off line items for revenue info. It would also be worth looking into enrollments and action logs and seeing what was enrolled and if it stopped at a certain step. Happy to jump on a call and help run through if you needed!

🙌1