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Meetings

Troubleshoot calendar availability for meetings

Last updated: October 20, 2021

Applies to:

All products and plans

There are settings for your connected calendar and for your scheduling pages that can cause unexpected availability, such as less available time slots appearing than expected. To identify the issue, you can use troubleshooting mode.

Please note: if you have access to more than one HubSpot account, log in to the account you used to create your scheduling pages before navigating to troubleshooting mode.

  • In your HubSpot account, navigate to Sales > Meetings.
  • Hover over a meeting link and click Edit
  • In the left sidebar menu, navigate to Troubleshoot
Your scheduling page will open in another browser tab. Any unavailable slots will be blocked off.meetings-troubleshooting-mode
Once you identify why your time is not available for booking, review the settings in your calendar and scheduling page to address any issues with your availability or scheduling experience settings.

Availability

If you are seeing Overlap with another event, No availability set for this day, or No dates set for a specific timeframe, check your scheduling page settings to make sure you've added your available times:

  • In your HubSpot account, navigate to Sales > Meetings.
  • Hover over a meeting link and click Edit.
  • In the left sidebar menu, navigate to Scheduling.   
  • Add any additional available time slots, then click Save.

Connected calendar settings

When using meetings with your Office 365 or Gmail calendar, only time slots on your calendars marked as Busy will be unavailable for bookings.

Office 365

In order to avoid getting booked for a time you're busy make sure your calendar event is set to Show as Busy. This will work for specifically scheduled calendar events as well as All day calendar events.

If you have an all-day event on any of your integrated calendars (such as a conference) and you want to be available for meetings during this time, set this event to show as Free.

Please note: any all-day events on your Office 365 calendar will appear on your scheduling page in the time zone of your HubSpot account, even if your Office 365 calendar is set to a different time zone.

Gmail

In order to avoid getting booked for a time you're busy, make sure your calendar event is set to Busy. This will work for specifically scheduled calendar events as well as All day calendar events.

If you have an all-day event on any of your integrated calendars, such as a conference, and you want to be available for meetings during this time, set the event to show as Free.google-calendar-mark-as-busy

Please note: HubSpot does not take into account Google Calendar working hours for meeting availability.

Scheduling experience advanced settings

If you see the error Too soon for minimum notice time or Buffer time conflict, review your minimum notice time and buffer time settings: 

  • In your HubSpot account, navigate to Sales > Meetings.
  • Hover over your meeting link and click Edit.
  • In the left sidebar menu, navigate to Troubleshoot.
  • Click to expand the Advanced settings menu.
    • To resolve the Too soon for minimum notice time error, click the Minimum notice time dropdown menu and select a longer minimum notice time.
    • To resolve the Buffer time conflict error, click the Buffer time dropdown menu and select a different time.
    • To resolve the This day falls outside when meetings can be scheduled, review the When a meeting can scheduled  setting and make any changes.