Meetings

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1. In your HubSpot account, navigate to Library > Meetings Scheduler.

2. In the upper right, click Create scheduling page.

3. In the dialog box, select a meeting option.

   1. One-to-One Meetings: Ideal for prospective students booking a session with a single representative. Share your personal meeting link, allowing them to choose a time slot based on your availability.

   2. Group Meetings: Use group meetings when multiple team members need to attend. This setting considers each team member’s calendar and displays only the times when everyone is available. It’s useful for more in-depth discussions or interviews involving multiple departments, such as admissions and financial aid.

   3. Round-Robin Meetings: Round-robin meetings allow students to book with the first available representative rather than waiting for someone specific. This is particularly useful for high-volume outreach, where multiple team members can speak with prospective students.

4. On the Overview page, edit the scheduling page's basic information.

   1. Internal name: the name that appears when the meeting link used to access the scheduling page is added to an email.

   2. Business unit: if you have the business units add-on, select the business unit you want to associate this meeting with from the Business unit dropdown menu.

   3. Organizer: the meeting owner or the user the contact is scheduling a meeting with. You must have Meeting scheduling page permissions to create scheduling pages for other users in your account, and the user must have activated the meetings tool. To create a scheduling page for another user, select their name from the Organizer dropdown menu.

   4. Title: the name of the calendar event you share with your contact. For example, "Product Demo" would appear as the event name. You can insert personalization tokens in the subject by clicking Contact token.

   5. Location: include information about how and where you will connect with your meeting attendee. This can be a call-in link, a physical location, etc. This location will appear in the contact's calendar invite, and the event created on your default personal calendar.

   6. Add videoconference link: You can add a videoconference link by integrating Webex, Zoom or Google Meet. Please review Integrating Video Conferencing steps below on how set up a videoconference integration.

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   7. Cancel and reschedule: Toggle the switch to include cancel and reschedule links in the event description so that when a meeting is scheduled, the contact can cancel or modify the date and time if needed.

   8. Description: When a meeting is booked, a meeting description appears in the invite. This description will also appear in the calendar invite your contact receives and the event created on your default personal calendar.

5. Click Next.

6. On the Schedule tab, you can customize the following:

   1. Title: enter the name that will appear above the calendar on the scheduling page.

   2. Duration: the length of time visitors can book you. Click the Duration options dropdown menu and select the desired durations. Click + Add custom duration to add more options.

   3. Time zone: click the Time zone dropdown menu and select your time zone. Arizona is Mountain Stanard Time MST.

   4. Availability window: use the dropdown menus to set the days of the week and duration of your available time slots. Click + Add hours to add additional time slots.

   5. Consider working hours: toggle the Consider working hours toggle on if you want users to be booked during their working hours. If users don't have working hours set, they won't be booked outside the above availability window. Learn how to set working hours. 

7. On the Automation page, you can turn off the automatic booking confirmation email or add additional reminder emails to be sent out before the meeting.

   1. By default, a confirmation email will be sent when someone books a meeting using this scheduling page. To turn this off, click to toggle the Confirmation email switch off.

8. To send reminder emails before a meeting, click to toggle the Pre-meeting reminder switch on. Reminder emails will only be sent if your calendar is connected. If the turn on meeting reminder by default switch is on for your account, new scheduling pages will inherit the default reminders.

   1. To select how many weeks, days, hours, or minutes before the meeting an email should be sent out, enter a number in the text field, then click the Scheduled reminder email dropdown menu and select a time measure.

   2. You can add up to three reminder emails. To add additional reminder emails, click + Add reminder. To delete a reminder, click the delete trash can icon delete. To ksjhksToTo

9. To preview the email your contacts will receive, click the Preview reminder email. The language of the email will match the language selected in the Booking page language dropdown menu.

10. Click Done.

Integrate HubSpot with Google Meet

1. In your HubSpot account, click the Marketplace icon marketplace in the top navigation bar, then select App Marketplace.

2. Use the search bar to locate and select the Google Meet integration.

3. In the upper right, click Install app.

4. In the dialog box, sign in to your Google account.

5. Select the See, edit, share, and permanently delete all the calendars you can access using Google Calendar checkbox. 

6. Click Continue.

App Marketplace permissions

Integrate HubSpot with Webex

1. In HubSpot, click Marketplace in the main navigation bar and then select App Marketplace.

2. Use the search bar to find and select the Webex integration.

3. Click Install app.

4. Select the HubSpot account you want to use for the integration and click Choose Account.

5. When prompted to grant permission to Webex to access your HubSpot account, click Connect app.

6. Enter your Webex email address and click Sign In.

7. Depending on your organization's configuration, you're redirected to another page to sign in using your SSO credentials.

8. Enter your account details to sign in.

App Marketplace permissions

Calendar Sync Overview

• A connected calendar allows you to:

  • Enable students to book meetings directly in available time slots.

  • Sync meetings created in HubSpot to your calendar and vice versa.

  • Add a meeting link to chat profiles for easy booking.

  • Automatically log meetings on the student’s contact record timeline if they exist in HubSpot.

• Note: HubSpot syncs only with the primary/default calendar. If there are multiple calendars, only the main calendar will sync.

Connecting Google Calendar

1. Access the App Marketplace: In HubSpot, click the Marketplace icon in the top navigation bar, select App Marketplace, and search for Google Calendar.

2. Connect: From the results, choose Google Calendar, click Connect app, sign in with Google and click Allow.

3. Once connected, meetings scheduled in Google Calendar with HubSpot contacts will automatically sync to their contact records.

   • Important: Only personal inboxes can be connected to the meetings tool (shared inboxes are not supported).

Managing Calendar Settings in HubSpot

• Calendar Sync Settings:

  • Ensure the Calendar Sync checkbox is selected to enable syncing.

  • For Sales Hub or Service Hub Professional or Enterprise users, HubSpot tasks can also sync to a subcalendar in Google.

• Meeting Scheduling Pages:

  • Enable Meeting Scheduling Pages to allow students to book time based on your availability.

  • You can add additional availability calendars in HubSpot to ensure no overlap with other appointments.

Add a Google Meet meeting link to your meetings

• In your HubSpot account, navigate to your contacts, companies, deals, or tickets.

• Click the name of the record.

• In the left panel, click meetings Schedule a meeting. In the window that opens at the bottom of the screen, set up your meeting. 

• To input a Google Meet link, click the Select location dropdown menu.

• Click Google Meet and a Google Meet link will be generated for the meeting.

Additional Considerations

• Private Events: HubSpot does not sync private calendar events.

• Recurring Events: Only the first instance of a recurring event will sync. Any updates to later instances will trigger a sync.

• Inactive Calendars: If you lose access to a calendar, bookings will be paused until access is restored or the calendar is removed from HubSpot.