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Meetings

Send proposed meeting times in an email

Last updated: May 27, 2022

Applies to:

All products and plans

You can insert proposed meeting times directly into a one-to-one email sent from a record in the CRM, or sent from your email account where you have the HubSpot Sales extension or add-in installed. To send proposed meeting times, you must have HubSpot's calendar sync with Google Calendar or Outlook Calendar set up in your account. 

Please note: this feature is not supported in plain text emails.

  • Navigate to your records:
    • Contacts: In your HubSpot account, navigate to Contacts > Contacts.
    • Companies: In your HubSpot account, navigate to Contacts > Companies.
    • Deals: In your HubSpot account, navigate to Sales > Deals.
    • Tickets: In your HubSpot account, navigate to Service > Tickets.
    • Custom objects: In your HubSpot account, navigate to Contacts > Contacts, then click the dropdown menu in the top left and select the name of the custom object.
  • Click the name of a record.
  • In the left panel, click the email Email icon.
  • In the pop-up box, click the Meetings dropdown menu and select Insert proposed times.

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  • A calendar view will appear. In the left panel, customize the proposed times settings:
    • To select the length of time visitors can book a meeting for, click the Duration dropdown menu.
    • To update the title of the meeting that appears on the scheduling page, enter a title in the text field.
    • To include information about how and where you will connect with your meeting attendee, click the Location dropdown menu and select phone call, in-person, custom, or video conference. Depending on which location option you select, a text field will appear where you can add the phone number or meeting address.
    • To include a description of the meeting that appears in the invite when a meeting is booked, in the Description text box, enter the meeting's details.
  • On the right side of the calendar view, you can create multiple proposed time slots:
    • To create a proposed time slot, click on a day/time.
    • To remove a proposed time slot, hover over the time slot, then click the remove remove icon.
    • If you only want weekdays to appear available, select the Hide weekends checkbox.
    • To skip ahead to a different week, use the arrows in the top right.

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  • In the bottom left, click Insert times.
  • A scheduling widget will appear in the email draft. Make any additional edits to the email content, then click Send.

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When the contact receives the email with the proposed times, they can select one of the time slot options then confirm the meeting time.

select-proposed-time-in-emails

You can also insert proposed times when using the HubSpot Sales email extension or add-in. Depending on which extension or add-in you're using, click Meetings then select Insert proposed times.

insert-proposed-times-gmail

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