Schedule a meeting with a contact using meeting rotations

If you have an assigned seat and Create scheduling pages for others permission, you can rotate the host of your meetings when scheduling meetings with a contact, company, deal, or ticket. This can be useful if you are booking a meeting on behalf of a group or team of reps.

Set up a meeting rotation

You can create meeting rotations that include other users in the account who also have an assigned seat, have their calendar connected, and have calendar sync turned on.

To create a meeting rotation:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Tools > Meetings. 
• Click the Meeting Rotations tab. Then, click Create a rotation.
• In the right panel, enter a Rotation name.
• To add users to the rotation, click the Rotation members dropdown menu. Then, select the users or teams you want to add. If you select teams, adding or removing users from the team will add or remove the members from the rotation.

• (BETA) In the Distrubution logic section, select how meetings should be assigned to members:
  • Distribute meetings evently between members: meetings will rotate evently amongst all members. 
  • Distribute meetings based on a weighted percentage assigned to each member: you can assign a weighted percentage to each member. This is useful if you are onboarding a new team member and don't want them to be involved in as many meetings.
• Click Save.
• To edit the weighted percentage for members, click the rotation name.
  • Enter the percentage for each member in the Weight column.
  • Click Save and reset counts.

Edit a meeting rotation

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Tools > Meetings. 
• Click the name of the rotation.
• If a member is not available (for example, for training or a vacation), click to toggle the Availability toggle off. Then, in the pop-up box, confirm that you want to turn off availability. The member will not be scheduled as the host for meetings that use this rotation until the availability toggle is turned on again.

• To edit the name or members of a rotation, click Edit rotation.
  • In the right panel, edit the rotation name or members. Adding a new member to a rotation will reset the number of meetings booked for all members in the rotation to ensure an even distribution of meetings for all members moving forward.

Schedule a meeting using meeting rotations

• In your HubSpot account, navigate to your contacts, companies, deals, or tickets.
• Click the name of the record.
• In the left panel, click meetingsSchedule a meeting. A pop-up box of your connected calendar will appear. To set up your meeting
  • Click Meeting rotation. Then, click the Meeting rotation users dropdown menu to select a meeting rotation. The Meeting rotation user field will be populated by the member of the rotation who has the fewest meetings assigned. That member's calendar will also appear. If multiple members have the same amount of meetings assigned, the member who was scheduled least recently will be assigned.

• • If the proposed user's calendar is full or if you would like to choose another user, you can click the Meeting rotation users dropdown menu to select another member.

• Continue scheduling your meeting. 

Please note: when a meeting is booked for a user using meeting rotations, that user's meetings booked count will increase by one. If the meeting is deleted, their meetings booked count will decrease by one.