Last updated: September 2, 2021
In your calendar settings, you can connect a Google or Office 365 calendar to the meetings tool so if you have an event on your connected calendar, the booking page will show that you're busy during the event time. You can also edit the default meeting link, add additional calendars, or host the link on a connected domain in your settings.
A connected calendar is not required to view, edit, or create meetings links in the meetings tool, but it is required to book meetings. If a calendar is not connected, the booking page will be in offline mode, so meetings can be requested but will not be automatically added to the calendar.
Connect your Gmail or Office 365 calendar
You can connect a calendar that is hosted with Google Apps (G Suite), Gmail (Google Free), or Office 365 to the meetings tool. Before connecting your calendar, keep in mind the following:
- When you connect a calendar to the meetings tool, the associated inbox will automatically connect in your email integration settings. However, once your calendar is integrated, you can disable the inbox connection without disabling the calendar connection.
- If you've connected your inbox as a shared inbox in the conversations tool, your calendar cannot be connected with the meetings tool. Only personal inboxes can be connected to the meetings tool.
To connect a calendar:
- In your HubSpot account, click the settings icon in the main navigation bar.
- In the left sidebar menu, navigate to General.
- Click the Calendar tab.
- Click Connect your Calendar.
- In the dialog box, click Google / Gmail or Office 365, then click Connect your calendar.
- Review the information in the dialog box, then click Accept and connect to [Google/Office 365] to give the meetings tool access to your calendar.
You'll be redirected to the meetings dashboard, where you can set up an individual meetings link.
With this calendar sync, meetings created directly on a contact record in the CRM will send actual calendar event invitations to the contact. Without your calendar connected, it will create a meeting engagement on the record with no calendar event invitation sent.
Necessary disclosure: HubSpot will have access to both your Google Calendar and any other calendar you access via Google in order to power the meetings tool, and allow you to associate events with contacts in the CRM. HubSpot will have the ability to create or change your calendars, and update individual calendar events.
Customize your connected calendar's settings
After connecting your calendar, users with an assigned Sales Hub or Service Hub paid seat can customize their default meetings link URL. Marketing Hub Professional or Enterprise users can also host the meetings link on a custom domain that is connected to HubSpot. All users can connect additional calendars in their settings.
Edit your meetings URL and default meetings link (Sales Hub and Service Hub Starter, Professional, or Enterprise only)
You can change your meetings URL or select a new default meeting link. This is the URL used for each meeting link that you create.
- In your HubSpot account, click the settings icon in the main navigation bar.
- In the left sidebar menu, navigate to General.
- Click the Calendar tab.
- In the Meetings URL field, edit the URL. Changes to your meetings URL will apply to all new links going forward, but will not change existing meetings links.
- To select a different default meetings link, click the Default meeting link dropdown menu.
Connect additional calendars
You can connect additional calendars to your integrated calendar. When a contact books a meeting with you, HubSpot will check the availability on each calendar and block times that are busy.
- In your HubSpot account, click the settings icon in the main navigation bar.
- In the left sidebar menu, navigate to General.
- Click the Calendar tab.
- Click the Selected calendars dropdown menu and select any additional calendars.
- To remove an additional calendar, click X next to the calendar name.
- Click Save.
You can only add calendars that you own or that your email address has access to in your connected Gmail or Office 365 account. Learn how to set up new Google calendars and new Office 365 calendars. When a prospect books a meeting with you, the meeting event will only appear on your personal default calendar, not your other integrated calendars.
If you lose access to one of your calendars, contacts will not be able to book meetings with you, even if you have other integrated calendars. You'll receive an email notifying you that someone is trying to book a meeting with you. You can then either ask the calendar owner to give you access again or remove the inactive calendar from your settings.
- In your HubSpot account, click the settings icon in the main navigation bar.
- In the left sidebar menu, navigate to General.
- Click the Calendar tab.
- To remove the calendar from your settings, click the X next to the inactive calendar.
Host meetings links on your domain
Please note: any user in a Marketing Hub Starter, Professional, or Enterprise account or CMS Hub Starter, Professional or Enterprise account can host meetings links on custom domains as long as these domains are connected in the domain manager. If you're a user in an account that does not have one of the required subscriptions, you can either select app.hubspot.com or meetings.hubspot.com from the dropdown menu.
You can use your own custom domain for your meetings link to reflect your brand and enable form fields to pre-populate with information from past form submissions.
- In your HubSpot account, click the settings icon in the main navigation bar.
- In the left sidebar menu, navigate to General.
- Click the Calendar tab.
- Click the Meeting domain dropdown menu and select a custom domain to host your meetings links on instead of a HubSpot address. Only domains that have been connected in your domain manager will appear in the dropdown menu for selection.
If you want to prevent search engines from indexing meetings links on custom domains, you can add "Disallow: /meetings*" to your robots.txt file.
Please note: if you're using a custom domain, the URL still needs to have a different slug than existing meetings links on other domains.
For example, http://yourcustomname.com/meetings/example and http://app.hubspot.com/meetings/example are considered the same, so you wouldn't be able to use http://yourcustomname.com/meetings/example if http://app.hubspot.com/meetings/example already exists.
When you're done making changes to your meetings tool settings, learn how to create or edit a meetings link to share with your contacts.
