Switch from HubSpot routing and meetings to Default

Teams that keep HubSpot as their CRM can move lead routing and meeting scheduling from HubSpot’s meetings tool and workflows to Default. HubSpot stays the system of record, and Default reads and writes HubSpot contacts, companies, and deals, picks owners from queues, and books meetings on your reps’ calendars. This guide is for admins. It covers HubSpot scheduling pages, forms that redirect to a scheduling page, and workflows that use the Rotate record to owner action. Default does not import these, so plan to rebuild them.

HubSpot and Default at a glance

HubSpot	What it does in HubSpot	Where it lives in Default
One-on-one scheduling page	Lets contacts book time with 1 person.	A Quick event.
Group scheduling page	Shows times when all selected team members are free.	A Team event with several hosts, each marked required.
Round robin scheduling page	Shows each team member’s availability, and books whoever is free.	A Team event with a queue as host. The queue’s routing policy picks the rep.
Form redirect to a scheduling page, with conditional redirects	Sends visitors from a form to a scheduling page based on their answers.	A workflow with the Form Submission trigger, branching nodes, and Display Scheduler.
Rotate record to owner workflow action	Assigns records to users or teams in rotation.	A workflow with the CRM Record Created trigger, a Round-Robin node, and an Update Record node.
Confirmation and reminder emails	Emails the contact after booking and before the meeting.	Message templates in Messages, sent by email or SMS.
No show meeting outcome	Records that a meeting did not happen.	Mark as no-show in Meetings, and the Meeting Status trigger.

HubSpot scheduling pages in Default

HubSpot meetings tool	Default
One-on-one scheduling page	Quick event, hosted by 1 member. Each rep can create their own.
Group scheduling page	Team event with several member hosts marked required, so a time appears only when all of them are free.
Round robin scheduling page	Team event with a queue as host. With Slots Rule set to All Active Members, the booking page shows times when any active member is free.
Meeting rotation, which shows only the next user’s availability	Slots Rule set to Single Member: Default picks 1 member first and shows only that member’s times.
Round robin picks the user who has gone the longest without a meeting	The Least recent assignment distribution rule. Take turns equally balances counts instead, with optional weights.
Prioritize contact owner	A workflow: Match Record finds the contact, and Display Scheduler uses the Contact owner as host. See Replace a form redirect.
Booking form fields: contact properties and custom questions	Booking Form Questions, built from Person and Company fields. See Events.
Block free email domains	Require work email on the event’s Email question.
Allow guests	Every Default booking page has an Invite guests field, where the booker can add up to 10 guests.
Confirmation email and up to 3 reminder emails	Notification and reminder templates in Messages, assigned in each event’s Messages section. Guests and hosts can also get SMS. To alert a host in Slack, build a workflow with the Meeting Status trigger and Send Slack Message.
Scheduling page link	Permanent and Expiring booking links from the event’s Booking links drawer.

HubSpot Rotate record to owner in Default

The Rotate record to owner workflow action assigns HubSpot records to users or teams in turn. In Default, a workflow starts when HubSpot creates the record, a queue picks the member, and Update Record writes the owner.

HubSpot Rotate record to owner	Default
Rotate between Specific users or Teams	A queue with those members. 1 routing policy can drive many queues.
Sets the [object] owner property	Update Record sets Contact owner, Company owner, or Deal owner to Latest assigned user.
A custom HubSpot user property	Update Record can write another user property. Only the owner property counts toward the queue’s round robin.
Overwrite if [object] has an existing owner	Route only the records that need an owner. Limit the trigger with a Condition, or check for an existing record with Match Record first.
Equal distribution, or Round Robin, Load Balanced, and Random on some HubSpot objects	The policy’s distribution rule, Take turns equally or Least recent assignment, and the Tiebreaker rule, Recency or Random.
Assign to available users only	The policy’s Availability tab skips members who are out of office, and optionally members who are busy on their calendar.
Workflow history	Workflow run logs, and Routing → Assignments with the scores behind each decision.

Replace a form redirect to a scheduling page

This example replaces a HubSpot form that redirects to a round robin scheduling page with Prioritize contact owner turned on. Known contacts book with their owner, and new contacts book through a queue of account executives named Inbound AEs.

Add the HubSpot form to Default

Open Signals, select Add Domain, and install the Pixel snippet on your site. Then open the domain’s menu, select Catalog forms, add the HubSpot form, and map its fields. Default recognizes embedded HubSpot forms. See Your forms.

Start from the form

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

Look up the contact

Add Match Record with CRM set to HubSpot and Record set to Contact, matched on email.

Book known contacts with their owner

On Match, add Display Scheduler with a Team event. Turn off Use event hosts and set the host to the matched contact’s Contact owner.

Book new contacts through the queue

On No Match, add Display Scheduler with a Team event that the Inbound AEs queue hosts. Keep Use event hosts on, so the queue picks the rep.

Test and publish

Select Test, then Run Test for a known contact and for a new contact. Then select Publish, and turn on the deployment switch so the status reads Live.

To send visitors to different scheduling pages by their answers, the way conditional redirects do, add a Multi-Branch node before the Display Scheduler nodes, with 1 branch for each condition.

Replace Rotate record to owner

This example replaces a HubSpot workflow that rotates new contacts across a sales team.

Add the trigger

In Workflows, create a workflow and add the CRM Record Created trigger. Set CRM to HubSpot and Record to Contact. Add a Condition if only some contacts should route.

Pick the owner

Add Round-Robin and set Queue to your team’s queue.

Write the owner

Add Update Record with Platform set to HubSpot and Record Type set to Contact. Choose the contact from the trigger, add Contact owner under Fields, and set it to Latest assigned user.

Test and publish

Select Test, then Run Test with a test contact, and confirm the contact owner changed in HubSpot. Then select Publish, and turn on the deployment switch so the status reads Live.

A workflow test performs real actions. It updates HubSpot records and counts routing assignments. Use a test contact.

Move from HubSpot routing and meetings to Default step by step

Connect HubSpot and your conferencing tool

Select Settings in the sidebar, then Integrations under Workspace Settings, and connect HubSpot. See 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.

Invite your team and connect calendars

In Settings → Users, select Invite People. Each member connects Google Calendar or Outlook Calendar and sets working hours. See Member onboarding.

Map each rep to their HubSpot owner

In Settings → Users, add each rep’s HubSpot Owner ID. Default needs this mapping to write HubSpot owners and to use a contact owner as a meeting host. See Users.

Create policies and queues

In Routing → Policies, select Create Policy. Include Objects in Assignment Units to replace Rotate record to owner, and Meetings to replace round robin scheduling pages. In Routing → Queues, select Create Queue for each team. See Policies and Queues.

Rebuild scheduling pages as events

In Scheduling → Event Types, select Create new event. Use a Team event with a queue as host for each round robin page, and ask each rep to create a Quick event for their personal page. Assign reminder and notification templates under Messages. See Events.

Rebuild form redirects and rotation workflows

Build the workflows in Replace a form redirect and Replace Rotate record to owner.

Log meetings in HubSpot

Build a workflow with the Meeting Status trigger set to Booked. Find the contact with Match Record, then add Create Engagement with Engagement type set to Meeting.

Switch over

When each Default workflow passes its tests, publish it and set it live. Then turn off the HubSpot workflow that rotated the same records, so 2 tools do not assign the same contact. Remove the scheduling page redirect from the form, and turn off or delete the HubSpot scheduling pages you replaced. Share Default booking links in their place.

What does not carry over from HubSpot routing and meetings

Configuration. Default has no importer for HubSpot scheduling pages, form redirects, or workflows. You rebuild them in Default.
Meetings already booked. Meetings booked through HubSpot scheduling pages stay in HubSpot. Default’s Meetings list starts with the first meeting booked through Default.
Meeting logging. Default writes meetings to HubSpot through a workflow you build, with Create Engagement.
Ticket and chat routing. Default routes HubSpot contacts, companies, and deals. It does not route tickets or chat conversations.
Custom user properties in round robin. Default can write any user property, but only the owner property counts toward a queue’s round robin.
Existing scheduling page links. Links you shared keep pointing at HubSpot. Replace them with Default booking links.

Related: Default vs HubSpot

​HubSpot and Default at a glance

​HubSpot scheduling pages in Default

​HubSpot Rotate record to owner in Default

​Replace a form redirect to a scheduling page

​Replace Rotate record to owner

​Move from HubSpot routing and meetings to Default step by step

​What does not carry over from HubSpot routing and meetings

HubSpot and Default at a glance

HubSpot scheduling pages in Default

HubSpot Rotate record to owner in Default

Replace a form redirect to a scheduling page

Replace Rotate record to owner

Move from HubSpot routing and meetings to Default step by step

What does not carry over from HubSpot routing and meetings