HubSpot Meetings is an appointment setting tool that integrates directly with your Google Calendar or Office 365 Calendar. Instead of the hassle of the back-and-forth of scheduling tag, the meetings tool makes it convenient for everyone allowing people to schedule time directly to your calendar when both of you are available.
..and guess what - you can use it for FREE!
From start to finish, you should be able to set up your meetings tool in 15 minutes or less! Note: if you aren't already using HubSpot you can sign up for a free account here.
Here's a Video Walkthrough of Setting Up HubSpot Meetings
Soapbox - Setting Up HubSpot Meetings
Just in case videos aren't your thing, here's a step-by-step guide:
Setting Up HubSpot Meetings with Google Calendar
- Find the "Meetings" link, under the main navigation item "Sales"
- Click "Connect your Google calendar"
- Read and accept the terms of use
- You'll be taken to your Google login screen, choose the appropriate account and click the "Allow" button
- Proceed to general settings
Setting Up HubSpot Meetings with Office 365 Calendar
- Find the "Meetings" link, under the main navigation item "Sales"
- Click "Connect your Office 365 Calendar"
- Read and accept the terms of use
- You'll be taken to your Office 365 screen, choose the appropriate account and finish logging into your 365 account
- Proceed to general settings
HubSpot Meetings General Settings
- Set your default availability (keep in mind that events/appointments scheduled on your Google Calendar or Office 365 Calendar will supersede your default availability on your HubSpot meetings tool)
- Tip: Set the first day and use the copy function to copy to the other days of the week as it fits for you
- Set your required form fields - you're limited if you are using Sales Free
- You can ask for explicit consent for GDPR - if you choose to do this, simply click the toggle switch
- Book a test meeting so you can see functionality and make sure it works
Technically it's ready to use, but the following are recommended items to make it function better for you
- On the Meetings screen, click to edit your meeting details (title and meeting name) and update to something relevant
- Add a photo of yourself so the person can put a face to the name (or your company logo)
- Change your default duration options
- By default you will see 15 mins, 30 mins, 1 hour
- You can keep 3 options and adjust accordingly, or reduce the options
- Add a default location as to where the meeting will take place
- Examples: Conference call, in-person, Contact name to call Your Name
- Use contact tokens from the form fields to keep it relevant
- Create a default invite subject - this will be sent to the person scheduling in the invite and will show on their calendar
- Use contact tokens from the form fields to keep it relevant
- Enter an invite description
- This is where you will want to include any relevant information to the meeting such as conference call details, phone number, etc.
- Select your default language and date and number format
- Optional but recommended: (choose to send reminder emails which are sent to the person that booked the meeting at your chosen schedule times )
- You can add multiple reminders and choose from a set number of minutes, hours, days, and weeks
- Set your email reminders based on your preferences
- Use the advanced settings to set minimum notice times and buffer times
- If you need time to prepare for a meeting, set your minimum notice time accordingly
- If you don't want too many meetings back to back or need preparation time, set your buffer times accordingly
- If you set your buffer time to 15 minutes and you have something in your calendar from noon-1 pm, people will not be able to book a meeting that runs past 11:45 am or before 1:15 pm
- Set how far in advance someone is able to book
- Use whatever is best for you, but I usually keep this to a few weeks because it's difficult to know what else might pop-up several weeks away
- You can help to keep things moving quicker if you urge people to book meetings sooner rather than later
- Now your meetings tool is ready to use
Bonus Tips for HubSpot Meetings Tool
- Add your meetings link to your email signature so it's easily accessible
- Add your meetings link to your website in applicable locations
- Have everyone on your team create meetings links
- Add the ability to create multiple meetings links
- For example, create a meeting link for current clients that gives different options than those for prospects
- You'll have access to team meetings links (for everyone using Sales Starter or Pro)
- Group Availability - everyone on the team needs to be available
- Round Robin - Allow the person booking the meeting to choose the time that is best for them and align appropriately with a team member that is available at that time
- You can add additional fields to the booking form
- HubSpot branding will be removed from the Meetings tool
Note: HubSpot Sales Starter starts at $50/user/mo and HubSpot Sales Professional starts at $400/user/mo which includes 5 users
Still have questions or need some help? Let's talk. Schedule a quick phone call by clicking the button below.