Schedule a meeting on a record

Once you've integrated your Google Calendar or Office 365 calendar, schedule meetings with contacts from contact, company, deal, or ticket records, or the sales workspace (BETA). Once the meeting is created, calendar invites are sent to meeting attendees. Users in your account can also be added as meeting attendees.

Users in a Sales Hub or Service Hub Professional or Enterprise account with an assigned seat can schedule meetings on behalf of other users in the account who also have an assigned seat.

This article applies to users who have connected Google Calendar or the Office 365 integration with HubSpot. If you connected your calendar to the meetings tool, learn more about creating and editing scheduling pages. 

Use meetings on desktop

Schedule a meeting for yourself on desktop

Schedule a meeting from records, or the sales workspace (BETA).

1. To schedule a meeting from a record:
   • Navigate to your records:
     • In your HubSpot account, navigate to CRM > Contacts.
     • In your HubSpot account, navigate to CRM > Companies.
     • In your HubSpot account, navigate to CRM > Deals.
     • In your HubSpot account, navigate to CRM > Tickets.
   • Click the name of the record.
   • In the left panel, click meetings Meeting.
     
     
   • A dialog box with your connected calendar will open.
2. To schedule a meeting from the sales workspace (BETA):
   • In your HubSpot account, navigate to Sales > Sales Workspace.
   • Click the Schedule tab.
   • In the upper right, click Schedule a meeting.
   • Click the Choose a contact dropdown menu.
   • Start typing a contact name to search for the contact.
   • Click the contact name.
   
3. To set up your meeting:

• • In the title field, enter a title for your meeting.

1. • Enter a start date.
   • Enter a start time, then enter an end time. Or, click a date on the displayed calendar instead.

• • Click the Meeting type dropdown menu 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 for, and select other contacts and users who should be included in the meeting.

• • Click the Location dropdown menu and select one of the following options for the meeting location. 
    • Phone call: type the phone number in the text field.
    • In-person: type the address in the text field.
    • Custom: type the custom location in the text field.
    • Google Meet: if you have connected the Google Meet integration, and mapped a user to the integration, click Google Meet to use it for your meeting. 
    • Zoom: if you have connected the Zoom integration, and mapped a user to the integration, click Zoom to use it for your meeting. 
  • To send reminder emails before a meeting, click + Add reminder.
    • In the Scheduled reminder emails section, enter a number in the text field, then click the Scheduled reminder email dropdown menu, and select a time measure (e.g., days, weeks, months). If the turn on meeting reminder by default switch is on for your account, new meetings will inherit the default reminders. Learn how the time zone of the meeting reminder is determined.
    • Up to three reminder emails can be added in total. To add another reminder email, click + Add reminder. To delete a reminder, click deleteTo deltoTdelete.
    • To include the invite description in the reminder email body, select the Include the attendee description in the reminder email body checkbox.

• • In the Attendee description field, enter details about the meeting. The meeting attendees will see this information in the calendar invite. Use the formatting options at the bottom of the Attendee description field to modify the text, insert a link, or use a snippet.

Please note: to add a Zoom, Google Meet, or UberConference link to your meeting, your HubSpot user email address must match your Zoom, Google Meet, or UberConference user email address.

• • Click + Add Internal Notes to enter any internal notes for your team members to review. The meeting contact attendees will not see this information on their calendar invite. Use the formatting options at the bottom to modify the text, insert a link, or use a snippet.
  • Click the Associated with dropdown menu and clear the checkboxes next to the records you'd like disassociated with the meeting activity. Use the search bar to find other records to associate to, and select the checkboxes next to the record to associate them.
  • Click the collapse icon to schedule the meeting without viewing your calendar.
    
    
  • Click Save.

After saving, note the following:

• The contact needs to have a valid email address populated in the Email property 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.
• A meeting will automatically be created for you in your calendar.
• The meeting will be saved as an engagement on the record's timeline. Your name will be listed as the host and organizer.

Edit a meeting for yourself on desktop

To edit an existing meeting on desktop:

1. Navigate to your records:
   • In your HubSpot account, navigate to CRM > Contacts.
   • In your HubSpot account, navigate to CRM > Companies.
   • In your HubSpot account, navigate to CRM > Deals.
   • In your HubSpot account, navigate to CRM > Tickets.
2. On the activity timeline, in the upper right of the meeting, click Actions, then select Edit.
   
   
3. After you've made changes, at the bottom of the meeting activity, click Save.

Please note: changes to meeting descriptions on the contact record will only be sent to attendees if you're using Google Calendar and have connected the Google Calendar two-way integration with HubSpot . If you're using an Office 365 calendar or don't have the integration turned on, update the meeting description in the calendar event to send changes to the attendees, not in the contact record.

Assign a meeting outcome on desktop

After the meeting takes place, the host can assign a meeting outcome to better track meetings with contacts. The default meeting outcome options are Scheduled, Completed, Rescheduled, No show, and Canceled. You can also create custom meeting outcomes.

1. Navigate to your records:
   • In your HubSpot account, navigate to CRM > Contacts.
   • In your HubSpot account, navigate to CRM > Companies.
   • In your HubSpot account, navigate to CRM > Deals.
   • In your HubSpot account, navigate to CRM > Tickets.
2. On the activity timeline, in the upper right of the meeting, click Actions, then select Edit.
   
   
3. Click the Outcome dropdown menu and select a meeting outcome.
4. Click Save.

Schedule a meeting for another user on desktop (Sales Hub or Service Hub Professional and Enterprise)

If you're a user in a Sales Hub or Service Hub Professional or Enterprise account with an assigned seat, you can schedule meetings on behalf of other users in the account who also have an assigned seat, have their calendar connected, and have calendar sync turned on. This can be helpful if you're a business or sales development representative and you need to schedule a meeting for an account executive.

To schedule a meeting for another user: 

1. Navigate to your records:
   • In your HubSpot account, navigate to CRM > Contacts.
   • In your HubSpot account, navigate to CRM > Companies.
   • In your HubSpot account, navigate to CRM > Deals.
   • In your HubSpot account, navigate to CRM > Tickets.
2. Click the name of the record.
3. In the left panel, click meetingsSchedule a meeting. A pop-up box of your connected calendar will appear. To set up the meeting:
   • Click the Host dropdown menu to select the user you're scheduling the meeting for.
   • Or, click Meeting rotation to use a meeting rotation. Click the Search meeting rotation 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 whose last assignment was furthest in the past will be selected.
     • If the proposed user's calendar is full or if you'd like to choose another user, click the Meeting rotation users dropdown menu to select another member.
   • The calendar will update to show the host's availability, and the location will be updated to reflect the host's video conference options. Existing meetings on their calendar will display as Busy, rather than the title of the meeting.
   • You will not be added to the meeting as an attendee by default. If you'd like to attend the meeting, click the Attendees dropdown menu and select yourself as an attendee.
4. Continue scheduling the meeting.
5. Click Save.
   

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. 

After saving, note the following:

• The contact needs to have a valid email address populated in the Email property to receive an invitation.
• Once the meeting is scheduled, the contact and the host will receive an invitation with an .ics file which can be added to their calendar.
• Users can view who has organized and hosted a meeting by reviewing the record's timeline.

• Use the Activity created by property (organizer) and the Activity assigned to property (host) to create a report.

Use meetings on the HubSpot mobile app

Schedule a meeting for yourself in the HubSpot mobile app

1. Open the HubSpot app on your iOS or Android device.
2. In the upper left, tap Menu, then tap Contacts in the left sidebar.
3. Tap the name of the record associated with the meeting.
4. Tap verticalMenu More. Then tap Meeting. To set up your meeting:
   • Enter a title and description for your meeting.
   • Tap the Start date, Start time, End date, and End time to set the date and length of your meeting.
   • Tap Check availability to view your calendar. Tap on the time you'd like to schedule the meeting for, then tap Done in the upper right. Or, tap Cancel in the upper left to go back to the previous screen.
   • Tap Meeting type, and select a meeting type. This setting is available only if you have enabled customized call and meeting types.
   • Tap meeting outcome, and select a meeting outcome (e.g., if the meeting has already happened, you can select Completed).
   • Tap location and select one of the following options for the meeting location.
     • Address: enter the address in the text field.
     • Phone number: enter the phone number in the text field.
     • Custom location: enter the customized location details in the text field.

     Please note: video conferencing is not available when scheduling a meeting from the HubSpot mobile app.

   • Tap Internal Notes and enter internal notes for your team members to review. The meeting contact attendees will not see this information on their calendar invite. Use the @ to tag other users.
   • Tap Associated with to search for records to associate with. Select or clear the X next to the records to associate with the meeting activity. 
   
5. Tap Save. In the pop-up box, tap Continue and send.

• The contact needs to have a valid email address populated in the Email property 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.
• A meeting will automatically be created for you in your calendar.
• The meeting will save as an engagement on the record's timeline. Your name will be listed as the host and organizer.

Edit a meeting for yourself in the HubSpot mobile app

After the meeting is scheduled, you can edit it in the HubSpot mobile app. To edit a meeting: 

1. Open the HubSpot app on your iOS or Android device.
2. In the upper left, tap Menu, then tap Contacts in the left sidebar.
3. Tap the name of the record associated with the meeting. 
4. Tap the verticalMenu menu icon in the upper right of the meeting on the timeline, then tap Edit. 
5. After you've made changes, tap Save in the upper right.

Assign a meeting outcome in the HubSpot mobile app

Please note: This feature is currently only available for iOS users.

1. Open the HubSpot app on your iOS or Android device.
2. In the upper left, tap Menu, then tap Contacts in the left sidebar.
3. Tap the name of the record associated with the meeting. 
4. Tap the verticalMenu menu icon in the upper right of the meeting on the timeline, then tap Edit. 
5. Tap the meeting outcome field and select a meeting outcome.
   
   
6. Tap Save.