Meetings

Use meetings

Last updated: July 17, 2018

With your meetings tool, you can integrate your calendars so your prospects can book a time that works for both of you, without the back-and-forth of email.

This article walks through the following:  

Integrate your calendars using the meetings tool

Integrating your Google or Office 365 calendars with the meetings tool will allow your meetings tool and your calendars to sync. The meetings tool and your calendars communicate with each other so that if you have an event on one of your integrated calendars, the meetings tool will show you're busy for that time.

If the calendar you want to use with the meetings tool isn't hosted on Google or Office 365, you may be able to connect your calendar using the CalDAV protocol if it's supported by your provider. This feature is currently in beta.

To set up meetings and integrate your calendars:

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Sales > Meetings.

  • When prompted, click Allow to give the meetings tool access to your calendar.

Once you have set up the integration, you'll see your default personal calendar in your meetings settings. You can then integrate additional calendars: 

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Sales > Meetings
  • Click the Calendar Integration tab.  
  • Select the Use more calendars dropdown menu to add additional calendars. 

You can only add calendars that you either own or that your email address has access to in your connected Gmail or Office 365 account.  

Your meetings tool will automatically prevent clients from booking meetings during any events that are set to Show as Busy on your integrated calendars. 

When a prospect books a meeting with you, the meeting event will only appear on your personal default calendar, not your other integrated calendars.

Please note: if you have enabled the Google Calendar two-way integration with HubSpot, when you create a calendar event with a contact directly in Google Calendar, the event will sync to the CRM as a meeting engagement. 

With this two-way integration, meetings created through the Schedule tab on a contact record in the CRM will send actual calendar event invitations to the contact. Without your calendar connected, it will strictly just create a meeting engagement on the record. 

This two-way integration is not available for Office 365. 

 

Set up your meeting preferences (Sales Hub Starter and Professional)

In your HubSpot account, click the settings icon settings in the main navigation bar. In the left sidebar menu, navigate to Sales > Meetings.

On the Preferences tab, you can:

  • Customize your meetings URL in the Meetings URL field. Please note that future changes to your meetings URL will apply to all new links going forward, but will not change existing meetings links.
  • Select your default meetings link from the Default meeting link dropdown menu.

Customize your branding (Sales Hub Starter and Professional or Service Hub Professional)

In your HubSpot account, click the settings icon settings in the main navigation bar. In the left sidebar menu, navigate to SalesBranding. You have two options for branding:

  • Company logo: click Upload to upload your company logo to show on all your meetings booking pages. If you already have your company logo uploaded to HubSpot, click Browse to add it here.
  • Accent color: select an accent color that all your meetings booking pages will be styled in. Choose from five preset colors or enter a hex color code to use a custom color.  

meetings-hubspot-branding

Instead of having app.hubspot.com in your meetings link, you can use your own custom domain if you're a Marketing Hub Basic, Professional, or Enterprise user:

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Sales > Meetings.
  • Click the Custom Domains tab. In the Meeting domain dropdown menu, select a custom domain to host your meetings links on instead of a HubSpot address. Only domains that have been connected in your domain manager will appear in the dropdown menu for selection.

custom-domains-meeting-domains

Please note: if you're using a custom domain, the URL still needs to have a different slug than existing links on other domains. For http://yourcustomname.com/meetings/example and http://app.hubspot.com/meetings/example are considered the same, so you wouldn't be able to use http://yourcustomname.com/meetings/example if http://app.hubspot.com/meetings/example already exists. Even if a meetings link uses a custom domain, you cannot use the same slug as a link on a non-custom domain.

In your HubSpot account, navigate to Sales > Meetings. Free sales users will have one meetings link and one booking page. For Sales Hub Starter and Professional users, the meetings tool is populated with the following links by default:


There are preset options for 15, 30, and 60-minute meetings. These links also require the visitor to input their name and email address when booking a meeting with you. Sales Hub Professional users can use these links as form submission enrollment triggers for workflows

You can edit these preset meetings links by hovering over one and clicking Edit, or click Create meeting link in the upper right corner to create a new custom meetings link.

Customize your meeting details

When creating a meeting, you'll walk through four steps (Details, Configuration, Availability, and Form Questions). During the first Details step, you can customize the following:

  • Meeting photo: this photo will display at the top of your meetings link page. Hover over the photo and click Change photo to edit it.
  • Meeting heading: this heading will display next to the meeting photo at the top of your meetings link page. Click the heading to edit it.
  • Meeting name: the internal name that appears in your meetings dashboard and used when you insert the meetings link into an email.
  • Meeting link (can be edited by Sales Hub Starter and Professional users only): the link that prospects use to book this meeting.
  • Meeting type (Sales Hub Professional only): choose a meeting type from the dropdown menu. 
  • Duration: the length of time visitors can book you for when clicking this meetings link. 

meeting-details

Click Next to move to the next step. 

Customize your meeting configuration

  1. Location: information about how you will connect. This can be a call-in link, a physical location, etc. This location will appear in the calendar invite your contact receives, and the event created on your default personal calendar. 
  2. Invite subject: the name of the calendar invite your contact receives, and the event created on your default personal calendar after the meeting is booked (e.g., Product Demo with Lauren). You can insert personalization tokens in the subject by clicking Contact token or Company token.
  3. Invite description: a description of the meeting that will be displayed when you are booked. If you are using a service like WebEx or Zoom to host your meetings, you can insert your personal video conference link here. This description will appear in the calendar invite your contact receives, and the event created on your default personal calendar. 
  4. Language: select the language you'd like your meetings link in. 
  5. Date and number format: select a country for your meetings link's date and number styling.
  6. Remindersreminder emails are sent three days before the meeting and again one hour before the meeting.
    • Select the Send reminder emails to prospects who book meetings through this link checkbox to enable reminder emails for the meeting.
    • Select the Include the Invite Description in reminder checkbox to include the invite description you've entered above in the reminder email. 
    • Customize your reminder times. Click Add another reminder for additional reminder emails, and click the trash can icon to delete a reminder time. You can add up to three reminder times.
    • Click View preview email to preview the reminder email your prospects will receive. The language of the email will match the language you specified in the Language dropdown menu above.

Please note: for Round Robin meetings, the reminder email will be sent from the HubSpot user who has been booked for the meeting with the prospect, not the HubSpot user who created the meeting link.

annotated-meeting-configuration

Click Advanced Settings to customize the following:  

  1. Minimum notice time: the minimum amount of time before a meeting that the visitor can book.
  2. Buffer time: padding of time around each of your meetings. The buffer time allows you to prevent meetings from being booked too closely together (e.g., if you have a meeting from 1:00 - 1:30pm and have a buffer time of 30 minutes, the next available meeting time would be 2:00pm). 
  3. When a meeting can be scheduled: number of weeks from now that people can book time on your calendar. 

general-advanced-settings

If you are creating a meeting link for an event or conference, you can specify a custom date range for booking. Click the When a meeting can be scheduled dropdown menu and select Custom date range. Click the date picker fields and set your time range. Please note that a custom date range cannot be longer than 10 weeks.  custom-time-range

Click Next to move on to the next step. 

Set your meeting availability

You can hover over a time and click the Copy icon to select what days of the week you want the available time to apply to, or click the trash can icon to delete it. 

When you've decided on your availability, click Next

Customize your form questions (Sales Hub Starter and Professional)

Next, you'll have the option to customize your form questions (Sales Hub Starter and Professional users only). By default, First Name, Last Name, and Email are required fields, but on this screen, you can choose to add any contact property from your CRM or add a custom question.

Click + Contact property or + Custom question, then choose your property from the dropdown menu or enter your question into the field and click Save. If you'd like to make the field optional, uncheck the Requiredbox to the right of the field.

meeting-form-questions

Click Save changes at the bottom right to finish creating your meeting.

Complying with the General Data Protection Regulation (GDPR) involves some slight changes to your meetings links, outlined below:

Please note: while these features live in HubSpot, your legal team is the best resource to give you compliance advice for your specific situation.

  • If you click the GDPR toggle ON in your HubSpot account, all meetings links created going forward will default to GDPR ON. If you don't do any customization, your meetings links will pull text from your global account settings and will have the one-to-one subscription type automatically.
  • If you click the GDPR toggle OFF in your HubSpot account, no actions are taken on existing meetings links. Any new meetings links you create will default to GDPR off.
  • Meetings pulls default text from the Privacy and consent tab in your contacts and companies settings. 
  • The default subscription that you select in meetings is "one-on-one" communication. It's an internal subscription type in your HubSpot account. This default subscription ID can be updated in your contacts and companies settings and will apply to newly created meetings links.
  • All GDPR configuration is further customizable on a per-link basis. If a user in your account turns GDPR off on their link, the configuration customizations will be saved if they later decided to turn it back on.

Legitimate interest is a separate type of consent you can capture when a contact books a meeting using your meetings links. 

  • In your HubSpot account, navigate to Sales > Meetings.
  • Hover over an existing meeting link and click Edit, or click Create meeting link in the top right corner. 
  • In the left sidebar menu, navigate to Form Questions
  • In the Privacy and consent (GDPR) section, click Customizecustomize-privacy-and-consent-
  • In the Customize marketing consent pane, click the Notice and consent / Legitimate interest dropdown menu. Select Legitimate interestlegitimate%20interest%20
  • Click the Lawful basis dropdown menu and select one of two lawful basis options: Legitimate interest - prospect/lead or Legitimate interest existing customer
  • When capturing legitimate interest, you can capture multiple subscription types implicitly, meaning the contact will not need to use checkboxes to opt into a particular subscription type. To add a subscription, click + Add another subscription, then click the Subscription type dropdown menu and select a subscription type. 
  • Edit your privacy policy text as needed. To see how your text will render on your meetings link, click the Preview tab to preview the text. 
  • When you are done editing, click Save.
  • In the meetings editor, click Save to take your changes live. 

Receive a booking with meetings

Once you've configured your meetings settings, you're ready to receive your first booking. This article walks through sharing your meetings calendar and shows you how things will look from your prospect's side.

You can direct prospects to book time with you by sending them your personalized meetings link. To send a meetings link, hover over the meeting and click Copy link to the right. You can also embed a form for visitors to book a meeting with you by clicking More Embed and pasting the code on your page (Sales Hub Starter and Professional only)

There is a preset option which allows your prospects to select the duration (15, 30, 60 minute intervals) as well as preset 15 minute, 30 minute, and 60 minute meeting links. You can also copy the link to or embed any custom-created meeting links.

Here are a couple examples of how meetings links are most commonly used:

What to expect when a prospect books a meeting

When a prospect clicks on your meetings link, they can select a date and time (and length of time if you've set multiple duration options). If you would like to pre-define the length of the meeting, provide one of the time preset links shown above.

Once your prospect selects the meetings date/time, they will be asked to confirm the booking. If you've added properties or questions to the meeting (Sales Hub Starter and Professional only), they'll be prompted to enter that information here. 

Similarly, if someone visits a page on your website with an embedded meeting (Sales Hub Starter and Professional only), they can select a date and time to meet with you. They'll be asked to confirm the booking and add their information, along with any properties or questions you've added to the meeting.

After someone books a meeting, you'll get an email alert with the booking time and the contact's name. You can also click to view the contact in the CRM or view the calendar event in your integrated default personal calendar (if you have additional calendars integrated, the invitation will not be added to them). The prospect will also receive a calendar invitation with all of the meeting details. 

Please note: if you make changes to the meeting description on the contact's record in the CRM, those changes will not be sent to the contact. To update the meeting description and send changes to the contact, please do so in the calendar event.

Meetings request page

If you lose access to one of your integrated calendars, then prospects will not be able to book meetings with you, even if you have other calendars integrated that you do have access to. Instead, when clicking one of your meetings links, they'll be brought to a meetings request page where they can request a meeting with you. You'll receive an email notifying you that someone is trying to book a meeting with you but your calendar isn't connected. 

When you lose access to one of your integrated calendars, an alert will be displayed on your meetings links listing page in your HubSpot Sales account under Sales > Meetings.

Additionally, the calendar that you have lost access to will be shown in red in your calendar integrations page in your meetings settings. You can access this page in your account settings under Sales > Meetings from the left sidebar menu. Once here, click the Calendar Integration tab.

When this happens, you can either remove the calendar from your calendar integrations page in your meetings settings by clicking the X beside it, or you can reach out to the person who owns the calendar and ask them to give you access to it again. Once you gain access, revisit this calendar integrations page in your meetings settings and refresh the page. 

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