Meetings

How can I include my team members in Meetings with HubSpot Sales?

Last updated: May 2, 2017

Available For:

Marketing: N/A
Sales: Professional

With the Meetings tool in HubSpot Sales, you can create and share meetings links to allow your prospects to book time with you based on your availability. Sometimes, however, other members of your team need to be included in your meetings and it can be a headache coordinating multiple schedules to move the sales process along.

In other cases, your organization may utilize a round robin lead assignment process and it makes more sense to allow your prospect to pick the best time for them and speak to whichever member of your team is available. 

With Team Meetings, HubSpot Sales can do the coordinating for you. 

Group Availability Meetings

Group Availability Meetings allow you to include multiple members of your team and show the overlapping availability of all parties involved. To create a Group Availability Meeting:

  • Navigate to Sales Tools Meetings
  • Click Create meeting link and choose Team from the dropdown. 
  • Choose Group Availability.
  • Click the Team members dropdown and scroll to find the team member you'd like to add to your meeting (or begin typing to search), then click a team member's name to add them to your meetings link. Your prospects will be able to select any time that one of the selected team members is available. 

Please note: your team member must be a HubSpot Sales Professional user and have a connected calendar in order to appear in this dropdown. 

  • Click Next.

  • On the next screen, edit the description next to your photo to change what will appear when a prospect books a meeting (Find a time to meet with the HubSpot team, Book time with the Product team, etc.). Add a Meeting Name and set the Duration of your meeting. You can also add Location details and an Invite Description which will appear in the meeting invitation.  
  • Click Next

  • On the next screen, set your custom availability. Click and drag to extend or reduce your team's availabilty on any given day. Click the overlapping pages icon at the bottom of a block of time to copy the time frame to another day(s) of the week. HubSpot Sales will automatically check this custom availability against the selected team members' calendars and block off busy times.
  • When you've set your availability for the meeting, click Next

  • On the next screen, you can customize your form questions and advanced settings. Click Save changes.

  • That's it! You've created your group meeting link. Copy and share the link with prospects to allow them to book time with your team. 

When a prospect clicks on the meeting link, they will see time slots that work for you and the other team members you've selected. They can select a time, then add their details to book the meeting. The creator of the meeting will receive a notification and the meeting will appear on the calendars of all meeting participants.

Round Robin Availability Meetings

Round Robin Availability Meetings facilitate scheduling when there isn’t a designated sales rep and show combined availability across a team. Prospects can schedule a meeting with the sales rep whose availability works best for their schedule. To create a Round Robin Availability Meeting:

  • Navigate to Sales Tools Meetings
  • Click Create meeting link and choose Team from the dropdown. 
  • Choose Round Robin Availability.
  • Click the Team members dropdown and scroll to find the team member you'd like to add to your meeting (or begin typing to search), then click a team member's name to add them to your meetings link. Your prospects will be able to select any time that one of the selected team members is available. 

Please note: your team member must be a HubSpot Sales Professional user and have a connected calendar in order to appear in this dropdown. 

  • Click Next.

  • Edit the description next to your photo to change what will appear when a prospect books a meeting (Find a time to meet with the HubSpot team, Book time with the Product team, etc.). Add a Meeting Name and set the Duration of your meeting. You can also add Location details and an Invite Description which will appear in the meeting invitation. 

  • On the next screen, set your custom availability. Click and drag to extend or reduce your team's availabilty on any given day. Click the pages icon at the bottom of a block of time to copy the time frame to another day(s) of the week. HubSpot Sales will automatically check this custom availability against the selected team members' calendars and block off times when none of the selected team members is available.

  • On the next screen, you will be able to customize your form questions and advanced settings. Click Save changes when you are done.

  • That's it! You've created your group meeting link. Copy and share the link with prospects to allow them to book time with a member of your team. 

Please note: HubSpot Sales does not check against all members' meetings default availability, as that is overwritten by the Round Robin Meeting's custom availability.

When a prospect clicks on the meeting link, they will see time slots that work for any selected team members. They can select the time that works best for them, then add their details to book the meeting. The creator of the meeting will receive a notification and the meeting will appear on the calendar of the team member who is available during the selected time.

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