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Meetings

Understand group and round robin meeting availability

Last updated: October 20, 2021

Applies to:

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

When creating a group or round robin scheduling page, your contact will see specific times depending on the type of team meeting. 

Group

HubSpot will automatically check the custom availability you set in the scheduling page'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 group meeting, 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 scheduling page'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 round robin meeting, 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 schedules a meeting they will be asked to enter their email address. If they're an owned contact in your account, their owner's scheduling 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 included on this team scheduling page, and is available to meet, the tool will display the available times specified in the team scheduling page's settings, not the owner's personal scheduling page.
    • If the contact is owned and the owner is a paid Sales Hub or Service Hub user with meetings set up, is included on this team scheduling page, and is not available, then no available times will appear and the contact can 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 included on this team scheduling page, then the availability for all included team members will appear on the scheduling page.
    • If multiple users 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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