Set up the meetings tool

Written by HubSpot Support | Jul 17, 2018 4:00:00 AM

Connect a Google or Office 365 calendar with the meetings tool to allow your calendars to sync to HubSpot. If you have an event on your connected calendar, the meetings tool will show that you're busy during the event time. Once your calendar is connected, you can create meetings links to share with your prospects and contacts so they can book time with you. Learn how to create a meetings link.

You can connect a calendar that is hosted with Google Apps (GSuite), Gmail (Google Free), or Office 365 to the meetings tool. Before connecting your calendar, keep in mind the following:

When you connect a calendar to the meetings tool, the associated inbox will connect in your email integration settings. However, once your calendar is integrated, you can disable the inbox connection without disabling the calendar connection.
If you have connected your inbox as a shared inbox in the conversations tool, your calendar cannot be connected with the meetings tool. Only personal inboxes can be connected to the meetings tool.

Connect your Gmail or Office 365 calendar

In your HubSpot account, click the settings icon settings in the main navigation bar.
In the left sidebar menu, navigate to Sales > Meetings.
Click Connect your Google Calendar or Connect your Office 365 calendar.
In the dialog box, click Accept and connect to [Google/Office 365] to give the meetings tool access to your calendar.

You'll be redirected to the meetings dashboard, where you can set up an individual meetings link.

Please note: if you have enabled the Google Calendar or Office 365 Calendar sync with HubSpot , when you create a calendar event with a contact directly in Google Calendar or in Office 365 Calendar, the event will sync to the CRM as a meeting engagement.

With this calendar sync, meetings created directly on a contact record in the CRM will send actual calendar event invitations to the contact. Without your calendar connected, it will create a meeting engagement on the record with no calendar event invitation sent.

Customize your connected calendar's settings

After connecting your calendar, users with an assigned Sales Hub or Service Hub paid seat can customize their default meetings link URL. Marketing Hub Professional or Enterprise users can also host the meetings link on a custom domain that is connected to HubSpot. All users can add additional calendars in their settings.

Edit your meetings URL and default meetings link (Sales Hub and Service Hub **Starter, Professional, or Enterprise only)**

You can change your meetings URL or select a new default meeting link.

In your HubSpot account, click the settings icon settings in the main navigation bar.
In the left sidebar menu, navigate to Sales > Meetings.
On the Preferences tab, customize your meetings URL:
- In the Meetings URL field, edit the URL. Changes to your meetings URL will apply to all new links going forward, but will not change existing meetings links.
- To select a different default meetings link, click the Default meeting link dropdown menu.

Connect additional calendars

You can connect additional calendars to your integrated calendar. When a contact books a meeting with you, HubSpot will check the availability on each calendar and block off times that are busy.

In your HubSpot account, click the settings icon settings in the main navigation bar.
In the left sidebar menu, navigate to Sales > Meetings.
Click the Calendar Integration tab.
Click the Use more calendars dropdown menu and select any additional calendars.
To remove an additional calendar, click X next to the calendar name.
Click Save.

You can only add calendars that you own or that your email address has access to in your connected Gmail or Office 365 account. Learn how to set up new Google calendars and new Office 365 calendars. When a prospect books a meeting with you, the meeting event will only appear on your personal default calendar, not your other integrated calendars.

Host meetings links on your domain (Marketing Hub Professional or Enterprise only)

If you're a Marketing Hub Professional or Enterprise user with Edit website settings permissions, you can use your own custom domain instead of app.hubspot.com in your meetings link. Customize your domain to reflect your brand and enable form fields to pre-populate with information from past form submissions.

In your HubSpot account, click the settings icon settings in the main navigation bar.
In the left sidebar menu, navigate to Sales > Meetings.
Click the Custom Domains tab.
In the Meeting domain dropdown menu, select a custom domain to host your meetings links on instead of a HubSpot address. Only domains that have been connected in your domain manager will appear in the dropdown menu for selection.

Please note: if you're using a custom domain, the URL still needs to have a different slug than existing meetings links on other domains.

For example, http://yourcustomname.com/meetings/example and http://app.hubspot.com/meetings/example are considered the same, so you wouldn't be able to use http://yourcustomname.com/meetings/example if http://app.hubspot.com/meetings/example already exists.

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