Understand group and round robin meeting availability

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

Please note: group or round robin scheduling pages will be automatically deleted if there are no active team members present.

Group

• For a group scheduling page, 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.

• Every included team member needs an active calendar connection for a group booking to complete.

Round robin

• For a round robin scheduling page, HubSpot will automatically check the custom availability you set in the scheduling page's availability settings against the selected team members' integrated calendars and will 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.

Please note: if a user included on the round robin meeting has their calendar disconnected, the tool assumes they are always available. The round robin link does not prioritize the availability of users with connected calendars. If the contact selects a time when only the user with the disconnected calendar is available, a meeting will be requested, but not added to their calendar.

• If the Prioritize contact owner setting for the scheduling page is turned on, when a contact schedules a meeting, HubSpot will use the contact's email address to check whether they have a contact owner assigned in your account. If they have an assigned contact owner, their owner will be prioritized on the team scheduling page. Keep in mind the following conditions when using this setting:
  • This setting only checks for the contact owner. It does not take into account any associated company owner that the contact may have.
  • If the contact has an owner and that owner has an assigned Sales or Service seat with meetings set up, is included on this team scheduling page, and is available to meet, the scheduling page will show that owner's available times based on the team scheduling page's settings.
  • If the contact has an owner and that owner has an assigned Sales or Service seat 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 has an owner but that owner does not have an assigned Sales or Service seat 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 the contact has no owner or the visitor is not yet a contact, booking uses the standard round robin process, or the meeting rotation rules if the scheduling page is using a meeting rotation.
  • If multiple users are available during the selected time and the Prioritize contact owner option is not turned on, then the user who has gone the longest without being assigned a meeting will be selected.
• If you use meeting rotations when booking a meeting, the visitor will only see the availability for the user who's eligible to be the host based on the rotation logic that was set (either even distribution or a weighted distribution).