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Create and share meetings links

Last updated: July 29, 2021

Applies to:

All products and plans

Share meetings links with your contacts so they can easily book time with you. If you connected your calendar, booked meetings will sync with your connected Gmail or Office 365 calendar so your appointments will always be up-to-date.

Super admins can also create meetings links for other team members.

Please note: if you’re using HubSpot's free tools, you can create and customize one meeting link with default branding. Learn more about your subscription limits in HubSpot’s Product & Services catalog.

Create meetings links

  • In your HubSpot account, navigate to Sales > Meetings.
  • To create a meeting link, in the upper right, click Create meeting link.
  • In the dialog box, click One-on-One.
  • Click Next.
  • Continue setting up your meetings link following the steps below.


On the Overview page, edit the meetings link's basic information.

  • Internal name: the link name that appears when added to an email.
  • Organizer: the meeting owner, or the user the contact is scheduling a meeting with. If you're a super admin creating meetings links for other team members, click the Organizer dropdown menu and select a user to assign the meetings link to. 
  • Title: the name of the calendar event you share with your prospect or customer. For example, "Product Demo" would appear as event name. You can insert personalization tokens in the subject by clicking Contact token or Company token.
  • Location: include information about how and where you will connect with your meeting attendee. This can be a call-in link, a physical location, etc. This location will appear in the contact's calendar invite, and the event created on your default personal calendar.
  • Add videoconference link: if you're using HubSpot's integration with Zoom, UberConference, or Google Meet, select a videoconference link to add to your meeting invite. If you have not set up a videoconference integration, you will not see this option. If you're using a different videoconferencing software, and you're a developer or there's a developer on your team, learn how to use the Video Conference Extension API.
  • Description: a description of the meeting that appears in the invite when a meeting is booked. This description will appear in the calendar invite your contact receives and the event created on your default personal calendar.
  • Meeting type (Sales Hub Professional or Enterprise or Service Hub Professional or Enterprise only): choose a meeting type from the dropdown menu.


  • When you're done, click Next.

Scheduling experience

On the Scheduling experience page, customize the look and feel of the booking page that appears when a contact visits your meetings link.

  • On the Schedule tab, you can customize the following information:
    • Scheduling page link: the link that contacts use to book meetings on your calendar. You can edit the page slug here.
    • Title: enter the name that will appear above the calendar on the booking page.
    • Duration: the length of time visitors can book you for when clicking this meetings link. Click + Add duration to add more options.
    • Time zone: click the Time zone dropdown menu and select your time zone. This is the time zone that your availability is based on. 
    • Available times: use the dropdown menus to set the days of the week and duration of your available time slots. Click + Add hours to add additional time slots. scheduling-experience-schedule-tab

Please note: your meetings link's available times will appear in the contact's time zone settings. For example, if the contact's computer is set to Pacific time, the times will appear in Pacific time. The contact's calendar settings determine the date and time of the calendar event sent to the contact after booking a meeting.

  • To see additional customization options, click to expand the Additional settings section. Here you can customize the following: 
    • Meeting photo: this photo will appear at the top of your meetings link page. Click Change photo to edit it.
    • When a meeting can be scheduled: enter the number of weeks from now that people can book time on your calendar. If you are creating a meetings link for an event or conference, you can specify a custom date range for booking. Select the Over a period of rolling weeks or Custom date range (users with assigned Sales Hub paid seats only) radio button, then select the number of weeks or use the date picker fields to set your time range. A custom date range cannot be longer than 10 weeks.
    • Minimum notice time: click the dropdown menu to select the minimum amount of time before a meeting that someone can book time with you.
    • Buffer time: click the dropdown menu to select the amount of buffer time between each of your meetings. The buffer time prevents meetings from being booked too closely together. For example, 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.
    • Start time increment: set the frequency of your meeting start times. For example, if you are available between 10:00am and 12:00pm for a 60 minute meeting and your start time increment is 15 minutes, a prospect can book 60 minutes with you at 10:00am, 10:15am, 10:30am, and so on.
    • Booking page language: select the language that the booking page should appear in. If a visitor’s browser settings can’t be detected, your meeting link will appear in English.
    • Date and time format: the date and time will be formatted in the same language selected for the booking page language. click-to-expand-additional-meetings-settings
  • Click the Form tab to customize the form contacts will see when booking a meeting with you.
  • By default, contacts will be required to enter their First Name, Last Name, and Email when booking. If you are a paid Sales Hub or Service Hub user you can add additional questions. Keep in mind that any additional form fields that are added will be included in the calendar event invite and event description.
    • To add a simple text field question, click Custom question. Enter a question, then click Save. To make the field optional, clear the Required checkbox to the right of the field. 
    • To add an existing contact property as a field, click Contact property. This allows you to add different field types to your form. If you need to create a new property for this field, learn how to create custom properties. Select a contact property from the dropdown menu, then click Save. To make the field optional, clear the Required checkbox to the right of the field.

Please note: you cannot add a file upload field to your meetings form.

  • If you have GDPR enabled in your account, any meetings links created moving forward will default to GDPR ON. The meetings link will show the default Privacy & Consent text you have set up in your account settings. To customize your Privacy & Consent (GDPR) options for this link, click Customize:
    • You can capture a contact's consent to communicate to a specific subscription type, or capture legitimate interest on your meetings link. In the Customize marketing consent panel, select Consent or Legitimate interest from the dropdown menu.
      • Consent: edit the communication consent text, then add additional subscription types/checkboxes to allow visitors to consent to communication from multiple subscription types on a single meetings link. Click + Add another checkbox, then select a consent type and edit the text that will appear next to the checkbox.
      • Legitimate interest: select a lawful basis from the dropdown menu. To add more subscription types so you can capture multiple subscription types implicitly, click + Add another subscription, then click the Subscription type dropdown menu and select a subscription type. The default subscription that you select in meetings is "one-on-one" communication. It's an internal subscription type in your HubSpot account.
    • Edit the link's privacy and consent text. Any changes made to an individual link's Privacy & Consent options will override the default text set in your account settings. 
    • To see how the consent options will render, click the Preview tab.
  • To access additional form settings, click to expand the Additional settings section:
    • If you do not want meetings form fields to pre-populate with known information when a contact returns to your site, click to toggle the Pre-populate fields with known values switch off. Turning this setting off will automatically turn off the Auto-submit form when all fields are pre-populated setting.
    • To automatically submit the form when the form fields pre-populate with known data, click to toggle the Auto-submit form when all fields are pre-populated switch on.
  • Users with an assigned Sales Hub or Service Hub paid seat can redirect contacts to a specific website page, landing page, or external page after they book a meeting. To customize the contact's experience after booking, click the Confirmation tab:
    • Select the Redirect to another page option. If you’ve installed ad network pixels, this redirect supports tracking meeting bookings with external networks like Google and Facebook.
    • To select a HubSpot page, click the dropdown menu and select a page. meetings-redirect-to-another-page
    • To redirect to an external page, click Add external link. In the dialog box, enter the URL, then click Add.
  • When you're done editing your meeting link scheduling options, click Next.


On the Automation page, you can edit the confirmation emails and reminder emails that are sent out after a meeting is booked.

  • By default, a confirmation email will be sent when someone books a meeting through this meetings link. To turn this off, click to toggle the Confirmation email switch off.
  • To send reminder emails before a meeting, click to toggle the Pre-meeting reminder switch on.
    • To select how many weeks, days, hours, or minutes before the meeting that an email should be sent out, enter a number in the text field, then click the Scheduled reminder email dropdown menu and select a time measure. pre-meeting-reminder-email
    • You can add up to three reminder emails. To add additional reminder emails, click Add reminder. To delete a reminder, click the delete icon.
    • To include the invite description in the reminder email, select the Include the Invite Description in reminder checkbox.
    • To preview the email your contacts will receive, click Preview reminder email. The language of the email will match the language selected in the Booking page language dropdown menu.
  • Click Done.

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 meetings link.

Users with an assigned Sales Hub or Service Hub paid seat can also customize the company logo, company information, and default colors that display on your meetings link in your account settings. Changes made here will also apply to your documents and quotes. Learn how to edit your company branding for HubSpot's sales tools.

You can edit the meeting link details, configuration, availability, and form questions from the meetings dashboard. Users with Super Admin permissions can also edit links for other users in their account by selecting a different user's name from the Owner dropdown menu in the top left. To edit the link, click the meeting link name to open the editor.


Share meeting links

Once you've created a meetings link, you can share it with your contacts or embed it on your website.

  • In your HubSpot account, navigate to Sales > Meetings.
  • Hover over the meetings link and click Copy link.


Share the link with your contacts by adding it as a hyperlink in the body of your email or email signature. If you want to track your meetings link, learn about adding tracking parameters before you share your link. When a contact books a meeting using a meeting link with tracking parameters, the parameter values will populate the contact's Campaign of last booking in meetings tool, Source of last booking in meetings tool, and Medium of last booking in meetings tool properties.

Depending on your HubSpot subscription, you can embed the meeting widget on your HubSpot pages or your external pages. Learn how to embed the meeting widget.

Receive bookings

If you connect your calendar to the meetings tool, visitors can book a meeting using the meeting link and the meeting will get added to the connected calendar. When a visitor clicks your meetings link, they can select a date, time, and length of time if you've set multiple duration options. They'll then be asked to enter their contact information and answer any custom questions you've added to the meetings link.

If a calendar is not connected, the booking page will be in offline mode, so meetings can be requested but will not be automatically added to the calendar.


Depending on your meeting link settings, the following may occur when a contact books a meeting:

  • If a contact has booked a meeting in the past and the Pre-populate fields with known values setting is enabled for the meetings link, HubSpot will recognize the cookie in their browser and the device they were using, and pre-populate the form with information from their contact record that they have previously submitted on that device. The form will also be pre-populated if a known contact uses a meetings link hosted on a custom domain or embedded on your website and the contact previously submitted a marketing form on that same domain.
  • If the Auto-submit form when all fields are pre-populated setting is enabled, the form will automatically be submitted with the contact's pre-populated information, unless your meetings link includes custom form questions. Custom form questions will not pre-populate because these responses are not saved to a property.

When a meeting is booked, you'll get an email alert with the booking time and the contact's name. You can click to view the contact in the CRM or view the calendar event in your integrated default personal calendar. The prospect will also receive a calendar invitation with all of the meeting details.


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

After the meeting takes place, you can assign a meeting outcome to better track your meeting engagements with your contacts.

  • Hover over a meeting engagement and click Edit.


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


  • Click Save.

If you lose access to one of your integrated calendars, contacts will not be able to book meetings with you, even if you have other integrated calendars. You'll receive an email notifying you that someone is trying to book a meeting with you and the calendar that you have lost access to will appear in red on your calendar integrations page.

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.

Transfer meeting links to new owner

There may be instances when a team member is out office, moves to a different team, or leaves the company. If you're a user with Super Admin permissions, you can transfer their meeting link to another owner so contacts can still book time with someone on your team. The new owner must have a connected calendar and an assigned Sales Hub or Service Hub paid seat.

  • In your HubSpot account, navigate to Sales > Meetings.
  • Hover over the meeting links to transfer and select the checkboxes next to them.
  • At the top of the table, click Transfer ownership.


  • In the dialog box, click the dropdown menu and select a new owner.
  • Click Transfer.

The original meeting link owner will no longer have access to the link once it is transferred.