Receiving a booking with meetings

Last updated: December 6, 2017

Available For:

Marketing: N/A
Sales: Free, Starter, Professional
Once you've configured your meetings settings, you're ready to receive your first booking. This article walks through sharing your meetings calendar and shows you how things will look from your prospect's side.

Share your personalized meetings link

You can direct prospects to book time with you by sending them your personalized meetings link. To send a meetings link, hover over the meeting and click Copy link to the right. You can also embed a form for visitors to book a meeting with you by clicking MoreEmbed and pasting the code on your page (Sales Starter and Professional only)

There is a preset option which allows your prospects to select the duration (15, 30, 60 minute intervals) as well as preset 15 minute, 30 minute, and 60 minute meeting links. You can also copy the link to or embed any custom-created meeting links.

Here are a couple examples of how meetings links are most commonly used:

What to expect when a prospect books a meeting

When a prospect clicks on your meetings link, they can select a date and time (and length of time if you've set multiple duration options). If you would like to pre-define the length of the meeting, provide one of the time preset links shown above.

Once your prospect selects the meetings date/time, they will be asked to confirm the booking. If you've added properties or questions to the meeting (Sales Starter and Professional only), they'll be prompted to enter that information here. Learn more about configuring meetings settings such as date and language format and custom form questions here.

Similarly, if someone visits a page on your website with an embedded meeting (Sales Starter and Professional only), they can select a date and time to meet with you.

They'll be asked to confirm the booking and add their information, along with any properties or questions you've added to the meeting.

After someone books a meeting, you'll get an email alert with the booking time and the contact's name. You can also click to view the contact in the CRM or view the calendar event in your integrated default personal calendar (if you have additional calendars integrated, the invitation will not be added to them). The prospect will also receive a calendar invitation with all of the meeting details. 

Please note: if you make changes to the meeting description on the contact's record in the CRM, those changes will not be sent to the contact. To update the meeting description and send changes to the contact, please do so in the calendar event.

Meetings request page

If you lose access to one of your integrated calendars, then prospects will not be able to book meetings with you, even if you have other calendars integrated that you do have access to. Instead, when clicking on one of your meetings links, they'll be brought to a meetings request page where they can request a meeting with you. You'll receive an email notifying you that someone is trying to book a meeting with you but your calendar isn't connected. 

When you lose access to one of your integrated calendars, an alert will be displayed on your meetings links listing page in your HubSpot Sales account under Sales Tools > Meetings.

Additionally, the calendar that you have lost access to will be shown in red in your calendar integrations page in your meetings settings. You can access this page by clicking Settings in your HubSpot Sales account, and then select Sales > Meetings from the left sidebar menu. Once here, click the Calendar Integration tab.

When this happens, you can either remove the calendar from your calendar integrations page in your meetings settings by clicking the X beside it, or you can reach out to the person who owns the calendar and ask them to give you access to it again. Once you gain access, revisit this calendar integrations page in your meetings settings and refresh the page. 

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