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Meetings

Understand group and round robin meeting availability

Last updated: September 1, 2021

Applies to:

Sales Hub Starter, Professional, Enterprise
Service Hub Starter, Professional, Enterprise

When creating a group or round robin availability meetings link, your contact will see specific times depending on the type of team meetings link.

Group

HubSpot will automatically check the custom availability you set in the link's availability settings against the selected team members' integrated calendars and block off busy times. If a user has multiple integrated calendars, HubSpot will check this custom availability against all the calendars.
  • When booking a meeting using a group meetings link, contacts will be able to select any time when all of the selected team members are available.
  • When a contact clicks the meetings link, they can select a time, then add their details to schedule the meeting. The creator of the meeting will receive a notification and the meeting will appear on each participant's calendar.

Round robin

HubSpot will automatically check the custom availability you set in the link's availability settings against the selected team members' integrated calendars and block off busy times when none of the selected team members are available. If a user has multiple integrated calendars, HubSpot will check this custom availability against all the calendars.
  • When booking a meeting using a round robin meetings link, contacts can select any time when one of the selected team members is available.
  • When a contact clicks the meetings link, they can select a time, then add their details to schedule the meeting. The team member who is available during the selected time will be booked for the meeting and receive a notification. The meeting will appear on their calendar.
  • If you turned on the Prioritize contact owner setting, when a contact books a meeting they will be asked to enter their email address. If they're an owned contact in your account, their owner's booking page will display. Keep in mind the following conditions when using this setting:
    • If the contact is owned and the owner is a paid Sales Hub or Service Hub user with meetings set up, is part of this round robin link, and is available to meet, the tool will display the available times specified in the round robin link setting, not the owner's default personal meetings link.
    • If the contact is owned and the owner is a paid Sales Hub or Service Hub user with meetings set up, is part of this round robin link, and is not available, then the contact will not see any availability and will instead be asked if they want to email their owner.
    • If the contact is owned but the owner is not a paid Sales Hub or Service Hub user with meetings set up or is not part of this Round Robin link, then the Round Robin link will operate as usual, displaying the availability for all team members included on the link.
    • If multiple users on the meetings link are available during the selected time and the Prioritize contact owner option is not turned on, then a user who has gone the longest without being assigned a meeting will be selected. 
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