Pause HeyReach campaigns on Calendly booking, open a HubSpot deal

Build an agent workflow that stops a prospect from getting any more HeyReach outreach the moment they book a meeting on Calendly, and hands the rep a clean deal in HubSpot. The trigger is the Calendly invitee.created webhook.

When a booking comes in, the agent should read the invitee's email, name, the event type they booked, the meeting start time, and the answers they gave on the Calendly form (especially a LinkedIn URL field if my booking form has one).

Step 1 — Find the lead in HeyReach. Call Get Lead with the invitee's email first. If HeyReach returns no match, fall back to the LinkedIn URL captured on the Calendly form. If neither resolves to a HeyReach lead, skip the pause step gracefully (do not error out) and continue to the HubSpot step so the rep still gets a clean handoff.

Step 2 — Find every active campaign the lead is in. Call Get Campaigns For Lead and collect the campaign IDs. Capture the campaign names too, because I want to log which campaign sourced the meeting later.

Step 3 — Stop the lead in each campaign. For every campaign returned, call Stop Lead In Campaign so they immediately stop receiving connection requests and follow-ups. This is the whole point of the workflow, do not skip any campaign.

Step 4 — Find or note the HubSpot contact. Call Search Contacts in HubSpot with the invitee's email. If there is a match, remember the contact ID. If there is no match, do not create a contact, just note that the email had no contact yet so the rep can decide.

Step 5 — Open or update the HubSpot deal. Search for an open deal already associated with that contact. If no open deal exists, call Create Deal at the Meeting Booked stage of my main sales pipeline, associate it with the contact, set the deal name to "<Invitee name> — <Event type>", and put the source campaign name and the booking time on the deal. If an open deal already exists for that contact, call Update Deal to move it to the Meeting Booked stage and refresh the source campaign and meeting time properties. Do not create duplicate deals.

Step 6 — Add context for the rep. Call Create Note and associate it with both the deal and the contact. The note should be a short three or four line summary: which HeyReach campaign sourced the meeting, what time the meeting is, the event type, and the booking form answers verbatim so the AE can read them before joining the call.

Ask me up front for: the exact name of my HubSpot sales pipeline, the exact stage name I use for booked meetings, and (optional) any Calendly event types I want this workflow to ignore. Use sensible defaults if I do not have a preference.

Be safe with edge cases. If the lead is in zero HeyReach campaigns, that is fine, just continue to HubSpot. If a single Stop Lead In Campaign call fails, log the failure on the HubSpot note but keep going for the other campaigns. The HubSpot handoff matters even when the pause does not fully succeed.

Additional information

What does this prompt do?

Listens for new Calendly bookings and reacts within seconds, before any more connection requests or follow-ups go out.
Finds the booker in HeyReach and stops them in every active campaign they are enrolled in, so they never hear from your outreach again after raising their hand.
Opens a HubSpot deal at your Meeting Booked stage (or updates the existing one) with the source campaign, the booking time, and the answers they gave on the form.
Drops a short context note on the contact so the AE can see which outbound sequence sourced the meeting before they join the call.

What do I need to use this?

A Calendly account where your team takes bookings.
A HeyReach account with the campaigns this prospect could be enrolled in.
A HubSpot account, and the name of the pipeline and stage you use for booked meetings.

How can I customize it?

Change the pipeline or deal stage the workflow drops new meetings into, or split by event type so demos and discovery calls land in different stages.
Adjust what goes on the HubSpot note. Some teams want the full Calendly intake answers, others want a one-line summary.
Decide what to do when the booker has no LinkedIn match in HeyReach. The default is to skip the pause step gracefully and still open the deal in HubSpot.

Frequently asked questions

What if the prospect booked with an email that does not match their LinkedIn profile in HeyReach?

The workflow first tries to match by email. If that fails, it checks the booking form for a LinkedIn URL field. If neither lines up, it skips the HeyReach pause and still opens the HubSpot deal so the rep gets the handoff. Nothing breaks.

Will this stop someone who is enrolled in more than one HeyReach campaign?

Yes. The workflow looks up every active campaign the lead is in and stops them in each one, so they will not get connection requests or follow-ups from any of your sequences after they book.

What happens if the prospect already has a deal in HubSpot?

The workflow updates the existing deal instead of creating a duplicate. It moves it to your Meeting Booked stage and appends the booking context so the rep sees the latest activity in one place.

Can I use this with a different CRM instead of HubSpot?

Yes. After clicking Use this prompt, tell the builder to swap HubSpot for Salesforce, Pipedrive, Attio, or whichever CRM you use, and it will wire the same logic to that tool.

Does this work on the HeyReach starter plan?

It works on any HeyReach plan that gives you API access. You generate an API key from the Integrations page in your HeyReach workspace and paste it in when you connect the account.