To set up meetings and integrate your calendars:
- Click your photo or avatar in the upper right-hand corner of your HubSpot account and select Settings.
- On the left, select Sales > Meetings.
- Next, check if your email provider is compatible with meetings.
- Click Connect your calendar, then click Connect your Google Calendar or Connect your Office 365 calendar.
- 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, navigate back to Settings. Then select Sales > Meetings from the left sidebar menu.
- 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.
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.
In your HubSpot Sales Hub account, navigate to Sales Tools > Meetings. Click Settings at the upper right.
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
In your Sales Hub account, click your photo or avatar in the upper right-hand corner and select Settings. In the left sidebar menu, navigate to Sales > Branding. 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.
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 Sales Hub account, click your photo or avatar in the upper right-hand corner and select Settings.
- In the left sidebar menu, click 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.
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.
To access your meetings links, navigate to Sales Tools > 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
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.
Click Next to move to the next step.
- 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.
- 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.
- 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.
- Language: select the language you'd like your meetings link in.
- Date and number format: select a country for your meetings link's date and number styling.
- Reminders: reminder emails are sent three days before the meeting and again one hour before the meeting.
- Check the box for Send reminder emails to prospects who book meetings through this link to enable reminder emails for the meeting.
- Check the box for Include the Invite Description in reminder 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 three reminder times. trash can icon to delete a reminder time. You can add up to
- 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.
Click Advanced Settings to customize the following:
- Minimum notice time: the minimum amount of time before a meeting that the visitor can book.
- 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).
- Weeks into the future a meeting can be scheduled: number of weeks from now that people can book time on your calendar.
Click Next to move on to the next step.
When you've decided on your availability, click Next.
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
Click Save changes at the bottom right to finish creating your meeting.
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.
Share your personal meetings link
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:
- Within your email signature:
- Chris Stone
HubSpot Sales Solutions
Access My Calendar
- Chris Stone
- Directly within an email:
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 Tools > 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.