Schedule a meeting with a contact in a record

Once you've integrated your Google Calendar or Office 365 calendar, you can schedule meetings with contacts from contact, company, deal, or ticket records and send a calendar invite to the meeting attendees.

This article applies to users who are using the Google Calendar or Office 365 integration with HubSpot. If you connected your calendar to the meetings tool, learn more about creating and editing scheduling pages. 

• In your HubSpot account, navigate to your contacts, companies, deals, or tickets.
• Click the name of the record.
• In the left panel, click meetings Schedule a meeting. In the window that opens at the bottom of the screen, set up your meeting:
  • Enter a title for your meeting.
  • Click the Meeting type dropdown menu to select the meeting type. This setting is available only if you have enabled customized call and meeting types.
  • Click the Attendees dropdown menu to search and select other contacts who should be included in the meeting.
  • Set the Start time of your meeting, which will be based on your browser’s timezone. 
  • Click the Duration dropdown menu to set the length of your meeting.
  • In the Attendee description section, enter details about the meeting. The meeting attendee will see this information in the calendar invite.
    • Use the formatting options at the bottom of the Attendee description section to modify the text, insert a link, attach a file, or use a snippet.
    • Click the insertVideo video icon to add video conferencing details. Learn more about using HubSpot's integration with Zoom or UberConference. If you're a developer or have a developer on your team, learn how to use the Video Conference Extension API.

Please note: to add a Zoom or UberConference link to your meeting, your HubSpot user email address must match your Zoom or UberConference user email address.

• • In the Team notes section, enter any internal notes for your team members to review. The meeting attendees will not see this information on their calendar invite. Use the formatting options at the bottom to modify the text, insert a link, attach a file, or use a snippet. 
  • Click the Associated with dropdown menu to search and select/clear the checkboxes next the records to associate with the meeting activity. 
  • Select the Add to Google Calendar or Add to Office 365 Calendar checkbox to add the event to your Google Calendar or Office 365 Calendar and send the contact an invite. Learn more about connecting your Google Calendar or Office 365 Calendar to the CRM.

• Click Save.
  • If Add to Google Calendar or Add to Office 365 Calendar is selected:
    • The contact needs to have a valid email address populated in the Email property to receive an invitation.
    • Once the meeting is scheduled, your contact will receive an invitation with an .ics file which can be added to their calendar.
    • An accepted meeting will automatically be created for you in your calendar.
  • If you do not have Add to Google Calendar or Add to Office 365 Calendar selected, no meeting invitation will be sent.

Please note: if you have not integrated with Google Calendar or Office 365 Calendar, you will be prompted to do so when scheduling a meeting.

• On the record, hover over the meeting engagement and click Edit.

• Click the Outcome dropdown menu and select a meeting outcome.

• Click Save. If you selected to add this event to your integrated Google Calendar or Office 365 calendar, click Save and send updates.

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 turned on the Google Calendar two-way integration with HubSpot. If you are using an Office 365 calendar or do not have the integration turned on, update the meeting description in the calendar event to send changes to the contact, not in the contact record.