Meetings

Use meetings

Last updated: February 19, 2019

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

 

Connect your calendar with meetings

Connect your Google or Office 365 calendars with the meetings tool to allow your calendars to sync to HubSpot. If you have an event on your connected calendars, the meetings tool will show that you're busy during the event time.

  • 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.
Please note:

Once you've set up the integration, you'll see your default personal calendar in your meetings settings. You can then connect 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.  
  • Click the Use more calendars dropdown menu and select any additional calendars. meetings-settings-add-more-calendars
  • Click Save

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 or Office 365 Calendar two-way integration with HubSpot, when you create a calendar event with a contact directly in Google Calendar or in Office 365 Calendar, the event will sync to the CRM as a meeting engagement. 

With this two-way integration, meetings created directly 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. 

 

  • In your HubSpot account, navigate to Sales > Meetings. 
  • By default, paid Sales Hub and Service Hub users have preset 15, 30, and 60-minute meetings links in their account. These link can also be used as form submission enrollment triggers for workflows.  
  • To create a new personal meeting link, click Create meeting link, then select Personal. Learn more about creating a team meeting 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 headline: this headline will display next to the meeting photo at the top of your meetings link page. 
  • Meeting name: the internal name that appears in your meetings dashboard and used when you insert the meetings link into an email.
  • Meeting link: the link that prospects use to book this meeting. The link can be edited by paid Sales Hub or Service Hub users only. This value is not editable after creation. In order to have a link at a new URL, you will need to create a new link. 
  • Meeting type (Sales Hub Professional or Enterprise or Service Hub Professional or Enterprise only): choose a meeting type from the dropdown menu. 
  • Duration: the length of time visitors can book you for when clicking this meetings link. Click + Add duration to add more options. meetings-configuration-screen
  • When you're done setting up your meeting details, click Next

Customize your meeting configuration

Add information about your meeting's location and edit the details that will be included in the calendar invite. 

  1. Location: include information about how you will connect with your meeting attendee. This can be a call-in link, a physical location, etc. This location will appear in the contact's calendar invite, and the event created on your default personal calendar. 
  2. Add videoconference link: if you have integrated Zoom with HubSpot, select a videoconference link to add to your meeting invite. If you have not set up the integration, you will not see this option. 
  3. Invite subject: the calendar invite name, and the name of 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.
  4. Invite description: a description of the meeting that displays once a meeting is booked. This description will appear in the calendar invite your contact receives, and the event created on your default personal calendar. 
  5. Language: select a language for your meetings link. 
  6. Date and number format: select a country for your meetings link's date and number styling.
  7. Reminders: reminder 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.

meetings-create-meeting-link-configuration-tab-numbered-steps

  • Click Next to move on to the next step.

Set your meeting availability

Decide which days and times you will accept meeting bookings. 

  • Click the Time zone dropdown menu and select a timezone. 

Please note: your meetings link's available times will display in the contact's time zone settings. For example, if the contact's computer is set to Pacific time, the times will display in Pacific time. 

The contact's calendar settings determine the date and time of the calendar event sent to the contact after booking a meeting.

  • Use the dropdown menus to set your availability. You can set individual times for each day of the week, or apply the same availability to every day, Mondays - Fridays, or weekend days. 
  • You can also overlap available time slots. For example, if you're available for meetings Monday - Friday from 9am-5pm, but work later on Monday nights, click + Add hours, then extend your hours for Monday evenings. meetings-availability

After adding your available times, customize your advanced scheduling options:  

  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. 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. A custom date range cannot be longer than 10 weeks.  
  4. Start time increment: set the frequency of your meeting start time. For example, if you are available between 10am and 12pm for a 60 minute meeting, and your start time increment is 15 minutes, a prospect can book 60 minutes with you at 10:00am, 10:15am, 10:30am, etc. meeting-link-advanced-settings

When you're done setting up your availability, click Next.

Customize your form questions (Sales Hub StarterProfessional, or Enterprise or Service Hub StarterProfessional, or Enterprise)

Next, you'll have the option to customize your form questions. 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
  • Use the dropdown menu to select a property, or enter a question into the field, then click Save
  • If you want to make the field optional, clear the Required checkbox to the right of the field.

meeting-form-questions

  • In the bottom right, click Save changes to finish creating your meeting link and start sharing it with prospects and customers. 

 

Set up your meeting preferences (Sales Hub Starter, Professional, or Enterprise or Service Hub Starter, Professional, or Enterprise only)

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Sales > Meetings.
  • In the Meetings URL field, customize your meetings URL. 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, Professional, Enterprise or Service Hub Starter, Professional, or Enterprise only)

  • In your HubSpot account, click the settings icon settings in the main navigation bar. 
  • Click the Branding tab. 
  • Navigate the tabs to customize your branding:
    • Company infoenter your company information. 
    • Logo: edit the logo that will display on your meetings booking page.
    • Colorsuse the color pickers to select an accent color for your meetings booking page. settings-branding-tab

 

If you're a Marketing Hub Professional or Enterprise user with Read access to content features, use your own custom domain instead of app.hubspot.com in your meetings link. 

  • 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.

 

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. 

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. 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, Professional, or Enterprise or Service Hub Starter, Professional, or Enterprise only)

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). meetings-booking-page

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, they'll be prompted to enter that information here. meeting-bookings-confirm-booking

Similarly, if someone visits a page on your website with an embedded meeting, 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: changes to meeting descriptions on the contact record will only be sent to the contact if you are using Google Calendar and have enabled the Google Calendar two-way integration with HubSpot. If you are using an Office 365 calendar or do not have the integration enabled, update the meeting description in the calendar event to send changes to the contact, not in the contact record.

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 account. 

Additionally, the calendar that you have lost access to will be shown in red in your calendar integrations page in your meetings settings. 

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.