How to Automate Sales Lead Capture with Zapier

Introduction: The Hidden Cost of Manual Lead Entry

If you’re still adding every new lead into your CRM by hand, you’re working harder than you need to.

In high-velocity sales environments, minutes matter — yet most teams still waste time copying names, emails, and meeting details into HubSpot, then jumping over to Klaviyo to add them to a list.

This isn’t just an efficiency issue. Manual entry creates:

- Delays in follow-up

- Typos or missing fields

- Missed opportunities when leads slip through the cracks

Why This Sales Automation Workflow Works

We’re going to build a Zapier automation that connects Calendly, HubSpot, and Klaviyo into a single, smooth pipeline:

1. Trigger: Calendly invitee created

2. Action: Create contact in HubSpot

3. Action: Create profile in Klaviyo

4. Action: Add profile to Klaviyo list

Once set up, every booking becomes a CRM contact and is enrolled in your nurture emails — before you’ve even said hello.

Step 1 — Capture the Trigger

- Open Zapier and click Create Zap

- Choose Calendly as your app

- Select Invitee Created

- Test the trigger with a real or dummy booking

Pro Tip: If you have multiple event types (intro call, demo, onboarding), consider including the event type in the data you pass forward so you can customize follow-ups.

Step 2 — Send the Data to HubSpot

- Add a new step: HubSpot → Create Contact

- Map Calendly’s Email, First Name, Last Name, and Organization

- Test to confirm the contact appears in HubSpot

Example mapping table:

| HubSpot Field | Calendly Variable |

|-----------------|-----------------------------|

| Email | Invitee Email |

| First Name | Invitee First Name |

| Last Name | Invitee Last Name |

| Company | Invitee Organization |

Step 3 — Build the Klaviyo Profile

- Add a new step: Klaviyo → Create Profile

- Map the same fields as HubSpot

- Test to get a Profile ID in Zapier’s output

Step 4 — Add to the Nurture List

- Add another Klaviyo step: Add Profile to List

- Use the Profile ID from the last step

- Select your nurture or welcome list

Why this matters: By adding them to your email flow instantly, you begin relationship-building before the meeting happens.

Real-World Impact

One of our clients reduced lead-to-email time from 2 days to under 1 minute. This didn’t just save hours — it increased their meeting show-up rate by 18%.

Common Mistakes to Avoid

- Forgetting to map all available fields (especially phone numbers)

- Skipping consent checks before adding to lists

- Not testing with multiple booking scenarios

Conclusion

This is the kind of sales automation that pays off from day one. Set it up once, and your follow-up becomes faster, more reliable, and completely hands-off.

[If you want the full setup guide, email matt@checkmarkautomations.com.]