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Setting Up Meeting Scheduling and Calendar Integration

Tired of the endless back-and-forth emails trying to find a suitable meeting time with prospects? HubSpot's meeting scheduler transforms this frustrating process into a smooth, professional experience that your prospects will appreciate.

A Professional First Impression

When prospects want to meet with you, they'll see your availability in real-time and can book a slot that works for them. Think of it as your own personal scheduling concierge – but better. Your meeting link can show your brand colors, include qualification questions, and automatically send personalized confirmation emails.

Getting Started

First, connect your calendar (Google Calendar or Office 365) to HubSpot by heading to Settings > Calendar & Email Integration. Once connected, HubSpot will automatically sync with your calendar to show your true availability and prevent double bookings.

Creating Your First Meeting Link

Create different meeting types for different purposes:

  • 30-minute discovery calls
  • 60-minute product demos
  • 15-minute check-ins

For each meeting type, you can:

  • Set buffer times before and after meetings
  • Define your availability windows
  • Add custom form questions
  • Create dynamic meeting descriptions
  • Set location preferences (video, phone, or in-person)

Making It Work for Your Team

The real magic happens when you combine meeting scheduling with HubSpot's other features. Every meeting booked automatically:

  • Creates a new contact record (or updates an existing one)
  • Logs the meeting as an activity
  • Updates the deal stage (if connected to a deal)
  • Triggers enrollment in relevant sequences or workflows

Pro Tips for Success

Make your scheduling link work harder by adding qualification questions that help you prepare. For demo meetings, ask about company size, current challenges, or specific interests. This information automatically syncs to the contact record and helps you deliver more valuable meetings.

Going Beyond Basic Scheduling

Take it to the next level with:

  • Round-robin meeting links for team scheduling
  • Group meeting links for webinars or training sessions
  • Meeting pools for territory management
  • Customized reminder and follow-up emails

Need help optimizing your meeting scheduling setup? Your HubSpot representative can help you create the perfect configuration for your business needs.