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Meetings

Schedule a meeting with a contact in a record

Last updated: July 15, 2020

Applies to:

All products and plans

Once you've integrated your Google Calendar or Office 365 calendar, you can schedule meetings with contacts from within contact, company, deal, or ticket records:

  • In your HubSpot account, navigate to your contacts, companies, deals, or tickets.
  • Click the name of the record.
  • In the left panel, click meetings Meet. In the window that opens at the bottom of the screen, set up your meeting:
    • Enter a title for your meeting.
    • Click Select meeting type 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.
    • Click Duration to set the length of your meeting.
    • Enter a description for your meeting.
    • 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. 
    • Click the attach attach icon to attach a file to your meeting.

      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.

    • Click the Associated with dropdown menu to search and select the records to be associated with the meeting, or deselect any records that should not be associated with the meeting.
    • Select Add to Google Calendar or Add to Office 365 Calendar 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.

  • If Add to Google Calendar or Add to Office 365 Calendar is selected, 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 in order 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.

The meeting will save as an engagement on the record's timeline. After the meeting takes place, you can assign a meeting outcome to better track your meetings with contacts.
  • On the record, hover over the meeting engagement and click Edit.

click-edit-on-meeting-engagement

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

select-a-meetings-outcome

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