Switch from Calendly to Default

Switching from Calendly to Default means rebuilding your Calendly event types as Default events and your routing forms as Default workflows that start from the forms on your website. Default connects to Salesforce or HubSpot, looks up the lead’s record, picks the right rep from a queue, and shows the booking calendar in 1 workflow. This guide is for admins moving a sales team’s scheduling. Default does not import Calendly event types, routing forms, or meeting history, so plan to rebuild them.

Calendly and Default at a glance

Calendly	What it does in Calendly	Where it lives in Default
Routing forms	Ask questions, then route visitors to an event type, a custom message, or an external URL. Can also route from HubSpot, Marketo, and Pardot forms.	Forms picks up the forms on your website. A workflow with the Form Submission trigger branches on the answers and shows a Display Scheduler node or a Redirect.
Salesforce lookup and HubSpot lookup in routing	Route known visitors to the owner of their record.	The Match Record node, then Display Scheduler with the record’s owner as host.
One-on-one event type	1 host and 1 invitee.	A Quick event.
Round Robin event type	One-on-one meetings that rotate across teammates.	A Team event with a queue as host. The queue’s routing policy picks the rep.
Collective event type	Several hosts meet 1 invitee when all are free.	A Team event with several hosts, each marked required.
Workflows	Automated emails and texts before and after meetings.	Message templates in Messages, sent by email or SMS, plus workflows that start from the Meeting Status trigger.
Salesforce and HubSpot integrations	Create or update records and log meetings in the CRM.	Workflows that write to the CRM with Create Record, Update Record, Create Activity, and Create Engagement.

Calendly routing forms in Default

A Calendly routing form asks questions and sends each visitor to the right booking page. In Default, the questions stay on the form you already run on your website, and a workflow does the routing.

Calendly routing	Default
Routing form questions	The fields of your existing website form. Catalog forms adds the form, and you map each field to a Person or Company field. See Your forms. For questions that only exist in Calendly, create the form in Default and put it on your site. See Create a form in Default.
Routing from HubSpot, Marketo, or Pardot forms, with Calendly’s routing code pasted after the form code	The Pixel, installed once for each site. Default recognizes plain HTML forms and embedded HubSpot, Marketo, and Pardot forms. The Pixel captures HTML, HubSpot, and Marketo submissions itself. For a Pardot form, send its submissions with the Forms SDK. See Pardot forms.
Routing logic on answers	A Multi-Branch node, or a Rules of Engagement ruleset that picks a queue from form, CRM, and enrichment data.
Route to an event type	Display Scheduler with that event. See Routing and scheduling nodes.
Route to a custom message or an external URL	A Redirect node to a page on your site.
Salesforce lookup: route by account, contact, lead, or opportunity owner	Match Record on the Salesforce object. On Match, Display Scheduler uses the record’s owner as host.
HubSpot lookup: match known HubSpot contacts and book them with their assigned owner	Match Record on the HubSpot Contact or Company, with the same Display Scheduler pattern.
Email domain routing	Conditions on the email domain in Multi-Branch, or Match Record on the Account with the domain matches operator. See Match an account by company domain.

Default can also enrich the lead before it routes. An Enrich Data node right after the trigger fills in company and person data from a waterfall, and later nodes can branch on it. See Enrichment nodes.

Calendly event types and round robin in Default

Calendly	Default
One-on-one event type	Quick event, hosted by 1 member. Any member can create a Quick event.
Round Robin event type	Team event with a queue as host.
Round robin Maximize for Availability	The policy’s Slots Rule set to All Active Members, so the booking page shows times when any active member is free.
Round robin Optimize for Equal Distribution	The policy’s distribution rule Take turns equally, which scores effective assignments divided by weight.
Priority stars, then the teammate without a recent meeting	Default has no priorities. With Enable weighted distribution on, each member’s Weight sets their share. The Least recent assignment rule or the Recency tiebreaker favors the member assigned least recently.
Collective event type	Team event with several hosts marked required, so a time appears only when all of them are free.
Booking page and custom questions	The event’s booking page and its Booking Form Questions. See Events.
Links to your booking pages	Permanent and Expiring booking links from the event’s Booking links drawer.
Invitee marked as a no-show	Mark as no-show in Meetings.

Calendly Workflows and CRM integrations in Default

Calendly	Default
Workflows: email and text reminders	Reminder templates in Messages, assigned to each event’s Reminders. Default sends email and SMS to guests itself.
Workflows: follow-up and thank-you emails	Reminder templates that send after the meeting, and notification templates for On booking, On cancel, On reschedule, and On no-show.
Salesforce: create events or tasks on records when a meeting is scheduled	A workflow with the Meeting Status trigger set to Booked, Match Record, then Create Activity.
Salesforce: create or update records from booking answers	Create Record or Update Record in the same workflow. Salesforce Create Record can update an existing record instead with Update on conflict.
HubSpot: create contacts and log meeting activity	Match Record on the Contact, Create Record on No Match, then Create Engagement with Engagement type set to Meeting.

Rebuild a Calendly routing form as a Default workflow

This example replaces a Calendly routing form on a Request a demo form. Known people book with their record owner. New people with more than 500 employees book the Enterprise demo event, and everyone else books the Demo event. Both events are Team events hosted by queues.

Start from the form

In Workflows, create a workflow and add the Form Submission trigger. Set Connected Form to Request a demo.

Look up the record

Add Match Record. Set CRM to Salesforce or HubSpot, set Record to the object your team owns people on, and match on the submitted email.

Book known people with their owner

On the Match branch, add Display Scheduler with the Demo event. Turn off Use event hosts and set the host to the matched record’s owner.

Branch new people on company size

On the No Match branch, add Multi-Branch. Add a branch named Enterprise where the company size field is greater than 500. Leave everyone else on Else.

Show the right event

On Enterprise, add Display Scheduler with the Enterprise demo event. On Else, add Display Scheduler with the Demo event. Keep Use event hosts on, so each event’s queue picks the rep.

Test and publish

Select Test, then Run Test once for each case: a known person, a large new company, and a small new company. Then select Publish, and turn on the deployment switch so the status reads Live.

A workflow test performs real actions. It can book meetings, count routing assignments, and write to your CRM. Use test people.

To create a CRM record for each new person, add Create Record on the No Match path. Existing records keep their owner, because the Match path does not change them.

Move from Calendly to Default step by step

Connect your CRM and conferencing tool

Select Settings in the sidebar, then Integrations under Workspace Settings. Connect Salesforce or HubSpot. If your team meets on Zoom, connect Zoom once for the workspace. Google Meet and Microsoft Teams links come from each member’s own calendar connection. See Integrations.

Invite your team and connect calendars

In Settings → Users, select Invite People. Each member connects Google Calendar or Outlook Calendar, sets working hours, and creates their own Quick event for a personal link. See Member onboarding.

Map each rep to their CRM user

In Settings → Users, add each rep’s Salesforce User ID or HubSpot Owner ID. Default needs this mapping to use a record owner as a meeting host. See Users.

Rebuild Round Robin event types as queues and Team events

In Routing → Policies, create a policy with Meetings in Assignment Units. In Routing → Queues, create a queue with the event’s hosts. Then in Scheduling → Event Types, select Create new event, choose Team event, and add the queue as host. See Policies, Queues, and Events.

Rebuild Workflows as messages

In the sidebar, under Scheduling, select Communications to open the Messages library. Create reminder and notification templates, then assign them in each event’s Messages section. See Messages.

Install the Pixel and add your forms

Open Signals, select Add Domain, and install the Pixel snippet. Then open the domain’s menu, select Catalog forms, add each form you routed with Calendly, and map its fields. See Set up the Pixel and Forms SDK.

Rebuild each routing form as a workflow

Build 1 workflow for each routing form, as in Rebuild a Calendly routing form. Add a Meeting Status workflow if Calendly logged meetings in your CRM.

Switch over 1 form at a time

When a workflow passes its tests, publish it and set it live. Then remove Calendly’s routing code from that form’s pages, so visitors see 1 scheduler. Share the new booking links in place of your Calendly links.

What does not carry over from Calendly

Configuration. Default has no importer for Calendly event types, routing forms, or Workflows. You rebuild them in Default.
Meetings already booked. Meetings booked in Calendly stay in Calendly. Default’s Meetings list starts with the first meeting booked through Default.
Calendly-hosted routing forms. Default doesn’t design or host forms, so questions that only exist in a Calendly routing form move to a form on your website. You can create that form in Default: in Forms, select Create new, then New form, and put it on your site with the code from the Install tab. See Create a form in Default.
Group event types. Default has no event type that lets several invitees book the same meeting separately. The person who books can add up to 10 guests to their meeting. Webinar events are coming soon.
Meeting Polls and One-off Meetings. These have no Default equivalent.
Priority stars. Default uses member weights and the policy’s rules instead of priorities.
Other calendars. Default connects Google Calendar and Outlook Calendar.
Existing Calendly links. Links you shared keep pointing at Calendly. Replace them with Default booking links.

Related: Default vs Calendly

​Calendly and Default at a glance

​Calendly routing forms in Default

​Calendly event types and round robin in Default

​Calendly Workflows and CRM integrations in Default

​Rebuild a Calendly routing form as a Default workflow

​Move from Calendly to Default step by step

​What does not carry over from Calendly

Calendly and Default at a glance

Calendly routing forms in Default

Calendly event types and round robin in Default

Calendly Workflows and CRM integrations in Default

Rebuild a Calendly routing form as a Default workflow

Move from Calendly to Default step by step

What does not carry over from Calendly