Set up meeting rotations

Meeting rotations allow you to schedule meetings on behalf of a group or a team of reps. When creating a new meeting on a contact, company, deal, or ticket record, you can rotate the host of your meetings. You can also use meeting rotations in your scheduling pages.

Before you get started

In order to use meeting rotations when scheduling meetings or creating scheduling pages:

• The user scheduling the meeting must have an assigned Sales Hub or Service Hub seat and have Create scheduling pages for others permissions.
• All users icluded in the meeting rotation must have assigned Sales Hub or Service Hub seats.
• Users in the meeting rotation must also have their calendar connected and have calendar sync turned on.

Set up a meeting rotation

To create a meeting rotation:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Tools > Meetings.
3. Click the Meeting Rotations tab. Then, click Create a rotation.
4. In the right panel, enter a Rotation name.
5. 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.
6. In the Distribution logic section, select how meetings should be assigned to members:
   • Distribute meetings evenly between members: meetings will rotate evenly among 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're onboarding a new team member and don't want them to be involved in as many meetings.
   • Click Save.
7. To edit the weighted percentage for members, click the rotation name.
   • In the rotation table, there'll be a Weight column. In the Weight field, enter the relative weight for each member. This indicates the relative percentage of meetings they should receive (compared to other members).
   • By default, each member will be allocated a weight of 100%. If you keep each member at 100%, they will all receive an equal number of meetings. If the weights of all members are the same (regardless of the number), they will receive an equal number of meetings.
   • If you set one member to 100% and another to 50%, the rep at 100% will be allocated twice as many meetings as the other.
   • Due to the relative nature of the configuration, you can add and remove members from your rotation without needing to check that all percentages add up to 100%.
   • Click Save and reset counts.

Edit a meeting rotation

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

Please note: the meeting rotation will only skip a member if that member's Availability toggle is turned off. If their Availability toggle is on, they will continue to be shown in the rotation, even if their connected calendar has no available times for booking.

5. 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.