Add Meeting Link in HubSpot: A Step-by-Step Guide

Jason Gong
June 6, 2024

Click settings, navigate to Calendar, and connect your calendar.

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Adding a meeting link in HubSpot is a simple process that can save you time and effort when scheduling appointments with clients or colleagues. In this step-by-step guide, we'll show you how to set up your calendar integration, create and customize meeting links, and manage them effectively within HubSpot. By the end of this guide, you'll be able to add meeting links to your HubSpot account with ease and streamline your scheduling process.

Introduction to HubSpot's Meeting Tool

HubSpot's meeting tool is a powerful feature that simplifies the process of scheduling appointments with clients and colleagues. With its seamless integration capabilities, you can easily connect your calendar from Google or Office 365, ensuring that your availability is always up-to-date. By using HubSpot's meeting tool, you can:

  • Streamline your appointment scheduling process
  • Avoid double-bookings and scheduling conflicts
  • Provide a professional and efficient experience for your clients

The meeting tool allows you to create personalized scheduling pages, which can be shared with your contacts via a unique link. When a contact books a meeting through your scheduling page, the event is automatically added to your connected calendar, saving you time and effort in managing your appointments. For more efficient outreach processes, consider using automation tools.

Setting Up Your Calendar Integration

Connecting your calendar to HubSpot is crucial for effectively utilizing the meeting tool. By integrating your Google, Office 365, or Exchange calendar, you can ensure that your availability is always up-to-date and avoid double-bookings or scheduling conflicts. Here's how to link your calendar to HubSpot:

  1. In your HubSpot account, click the settings icon in the top navigation bar.
  2. In the left sidebar menu, navigate to General and click the Calendar tab.
  3. Click "Connect your Calendar" and select your calendar provider (Google/Gmail, Office 365, or Exchange).
  4. Follow the prompts to grant HubSpot access to your calendar.
  5. For Exchange calendars, provide the necessary information, such as your email address, username, password, and Exchange URL.

Once your calendar is connected, you can manage your settings, such as syncing your calendar events and tasks, customizing your scheduling page URL, and adding your meeting link to your chat profile. For more tips, check out how to automate lead management to save time.

Want to further boost your team’s productivity? Enrich LinkedIn profiles in Google Sheets with Bardeen and cut down on manual data entry.

Creating and Customizing Meeting Links

To create a new meeting link in HubSpot, navigate to your Meetings tool and click "Create scheduling page". Choose between one-on-one, group, or round robin meeting types, depending on your needs. One-on-one meetings are for individual bookings, while group and round robin options allow contacts to schedule time with multiple team members.

When setting up your meeting link, you can customize various aspects:

  • Meeting details: Add an internal name, organizer, title, location, and description.
  • Scheduling options: Set meeting duration, time zone, availability windows, and booking timeframes.
  • Booking form: Customize required fields, add custom questions, and configure data privacy settings.
  • Confirmation and reminders: Choose to send automatic confirmation emails and set up pre-meeting reminders.

To further tailor your meeting link, consider adding a video conferencing option, such as Zoom or Google Meet, to streamline online meetings. You can also create a custom scheduling page URL to make it easy for contacts to remember and access.

Once you've customized your meeting link settings, preview the booking page to ensure everything looks as intended. Click "Done" to save your changes and start sharing your meeting link with contacts via email, chat, or by embedding it on your website. For more tips, check out our guide on sales prospecting tools.

Managing and Sharing Your Meeting Links

Once you've created your meeting links in HubSpot, it's important to manage them effectively and share them with your contacts. Here are some tips to help you streamline the process:

  • Organize your meeting links by categorizing them based on purpose, such as "Initial Consultation" or "Product Demo".
  • Use descriptive names for your meeting links to easily identify them when sharing with contacts.
  • Regularly review and update your meeting links to ensure they reflect your current availability and scheduling preferences.

To share your meeting links, consider the following options:

  1. Include the meeting link in your email signature, making it easy for contacts to schedule time with you.
  2. Embed the meeting link on your website or landing pages using HubSpot's scheduling widget.
  3. Share the meeting link directly in email communications or live chat conversations with contacts.
  4. Add the meeting link to your business card or other marketing materials to encourage offline scheduling.
Automate the process of building and sharing your meeting links with Bardeen. Automate tasks like prospecting to save time and focus on important conversations.

When embedding the scheduling widget on your website, be sure to choose a prominent location and provide clear instructions for visitors. You can also customize the widget's appearance to match your brand's look and feel.

By effectively managing and sharing your meeting links, you'll make it easier for contacts to book time with you, streamlining your scheduling process and improving the overall customer experience.

Advanced Features and Troubleshooting

HubSpot's meeting tool offers advanced features to further streamline your scheduling process. One such feature is the ability to sync HubSpot tasks to your calendar. This allows you to easily track and manage your meeting-related tasks directly from your calendar.

Another advanced feature is the option to use custom domains for your meeting links. This can help reinforce your brand and create a more professional appearance when sharing your scheduling pages.

If you encounter issues with your meeting links or availability, HubSpot provides a troubleshooting mode to help identify the cause. Common issues include:

  • Overlapping events on your connected calendar
  • Incorrect availability settings on your scheduling page
  • Conflicts with minimum notice time or buffer time settings

To access troubleshooting mode:

  1. Navigate to your Meetings Scheduler in HubSpot
  2. Edit the relevant meeting link
  3. Click "Troubleshoot" in the top right corner

The troubleshooting view will highlight unavailable time slots and provide explanations for the conflicts. Review your connected calendar events and scheduling page settings to resolve any issues.

By leveraging HubSpot's advanced features and AI sales automation tools, you can ensure a smooth and efficient scheduling experience for both you and your contacts.

Empower HubSpot with Bardeen's Meeting Automation

While adding a meeting link in HubSpot can be done manually as described above, automating this process can significantly enhance efficiency, especially for businesses handling a high volume of meetings. Automation ensures that every scheduled meeting is automatically synced with your CRM, eliminating manual data entry and the risk of errors. Imagine seamlessly creating contacts in HubSpot for each new meeting scheduled through Calendly, or automatically gathering social profiles for meeting participants to enrich contact details in HubSpot. This is where Bardeen comes into play, offering powerful automations to streamline your workflow.

Here are examples of what you can achieve with Bardeen:

  1. Automate HubSpot Contact Creation from Calendly Meetings: Automatically creates a new HubSpot contact from details captured in a Calendly meeting, streamlining lead management and follow-up processes.
  2. Get social profiles and information of all participants of a meeting and save to HubSpot: This playbook enriches HubSpot contact details by finding and adding social media links and company information of meeting participants.

Embrace automation with Bardeen to ensure a more efficient and error-free workflow. Get started now.

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