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Meetings

Create and edit meetings links

Last updated: September 1, 2021

Applies to:

All products and plans

Create and share one-on-one meetings links so contacts can schedule time with you. If you have an assigned Sales Hub or Service Hub paid seat, you can also create a team meetings link so contacts can schedule time with multiple team members. If you connected your Gmail of Office 365 calendar, scheduled meetings will sync with your connected calendar so your appointments will always be up-to-date.

Super admins with assigned Sales Hub or Service Hub paid seats can also create meetings links for other team members by selecting the other user as the meeting organizer.

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

Create meetings links

  • In your HubSpot account, navigate to Sales > Meetings.
  • In the upper right, click Create scheduling page.
  • In the dialog box, select a meeting option:
    • One-on-One: the contact will schedule time with just you or the user you're creating a link for. 
    • Group (Sales Hub or Service Hub Starter, Professional, or Enterprise only): this team meetings link displays time slots where all selected team members are available to meet. Use this option to help a contact book a meeting with more than one member of your team at once.
    • Round robin (Sales Hub orService Hub Starter, Professional, or Enterprise only): this team meetings link shows the individual availability of all selected team members. Use this option to help a contact book a meeting with a team member whose availability aligns best with their schedule.
  • Click Next.
  • Continue setting up your meetings link following the steps below.

Overview

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.

Please note: you must be a super admin with an assigned Sales Hub or Service Hub paid seat to create meetings links for other users in your account. To create a link for another user, select their name from the Organizer dropdown menu.

  • Title: the name of the calendar event you share with your contact. 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.

meetings-tool-overview

  • When you're done, click Next.

Team members (Sales Hub or Service Hub StarterProfessional, or Enterprise only)

Select which team members you want to include on the group or round robin meeting link. 

  • In the top right, click Add team member.
  • In the right panel, click the Team members dropdown menu and select another team member, then click Confirm

Please note: your team member must have an assigned Sales Hub or Service Hub seat and have a connected calendar before they can be added to a group or round robin meetings link.

add-team-members-to-team-meeting

  • To only display time slots where the team member is available to meet based on their connected calendar, click to toggle the Check availability switch on next to the user's name. 
  • Click Next

Please note: once the meeting link is created, the user that created a group meeting link cannot be removed from the link. However, a user that created a round robin meeting link can remove themselves from as a member of the link.

Scheduling experience

On the Scheduling experience page, customize your meeting availability and booking form.

  • If you're creating a round robin meetings link, on the Welcome tab:
    • To display the contact owner's booking page when the known contact books a meeting with this link, click to toggle the Prioritize contact owner switch on. Learn more about about how this setting impacts meeting availability.
    • To change the image that appears on the scheduling page, click Change photo

prioritize-contact-owner-switch

  • On the Schedule tab, you can customize the following: 
    • 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. Select an image option to display the default image, your company logo, or upload a custom image. 
    • 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.

  • To add a CAPTCHA challenge to the scheduling page to prevent spam submissions, click to toggle the CAPTCHA (spam prevention) switch on.
  • 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.

Automation

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.

You can now share the meetings link with your contacts so they can book time with you. In the Type column, a One-on-One, Group, or Round Robin label will appear next to the meeting link, and the organizer's name will be listed below the label.

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 contact, 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.

Edit meetings links

You can edit your existing meetings links if you need to change your availability or make other changes to the scheduling experience. 
  • In your HubSpot account, navigate to Sales > Meetings.
  • If you're a super admin editing a meetings link for another user, click the Owner dropdown menu and select another user.

edit-meeting-link-for-other-user

  • Hover over a link and click Edit.
  • In the left sidebar menu, navigate the tabs to make changes to your meetings link:
    • Overview: edit the link's basic information, including the title, location, and meeting description.
    • Scheduling: edit your availability and form questions.
    • Automation: edit the reminder emails and experience after a meeting is booked.

Please note: you cannot change the meeting Organizer after the link is created. If you want to assign a meetings link to a new owner, you need to transfer the meetings link.

  • Click Save.

Transfer meetings link 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.

Please note: if you remove a user from your account, any meetings link where they're assigned as the organizer will be deleted. You should transfer ownership before removing the user from your account. 

  • 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.

transfer-meeting-link-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.