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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
Zapier’s HubSpot integration doesn’t fully support meeting objects in association actions, making it impossible to programmatically link Calendly meetings with deals. You need a solution that handles meeting associations reliably while giving you control over the matching logic.
Here’s a superior alternative that provides more flexibility and handles bulk operations efficiently.
Use spreadsheet-based automation for reliable meeting associations with Coefficient
Coefficient stands out as the best Zapier alternative for this use case because it fully supports HubSpot meeting objects in association actions. You can import all meeting data from HubSpot (including Calendly-created meetings), access all custom properties without limitations, and create complex matching rules using familiar spreadsheet formulas.
How to make it work
Step 1. Set up comprehensive data imports.
Connect Coefficient to HubSpot and create imports for meetings (filtered by source = Calendly if needed) and active deals with relevant properties. Set refresh schedules from every 15 minutes to hourly for near real-time sync.
Step 2. Build flexible association logic.
Use XLOOKUP or similar functions to match meetings to deals based on shared contact associations, meeting IDs stored in deal properties, or time-based matching (meetings within deal create date range). Create conditional logic for different meeting types or deal stages as needed.
Step 3. Configure automated exports with safeguards.
Set up Coefficient’s export feature to push associations back to HubSpot automatically. Configure conditional exports to only create associations when specific criteria are met, and enable bi-directional sync to update deal properties with meeting outcomes.
Step 4. Implement monitoring and error handling.
Schedule imports every 15 minutes and exports to run automatically after import refresh. Set up Slack alerts for new unassociated meetings and create email digests of daily association activities. Use the snapshot feature to track all associations created with full audit trails.
Get enterprise-grade reliability without the complexity
This approach transforms a complex integration challenge into a manageable spreadsheet workflow while providing better data visibility, easier troubleshooting, and no scenario limits compared to other automation platforms. Start building your reliable meeting association system today.
