How do I create a team meeting link in HubSpot?

There are two options for including other team members in meetings links:

• Group Availability: this team meetings link displays time slots where all selected team members are available to meet. Use this option to help a contact book a meeting with more than one member of your team at once.
• Round Robin Availability: this team meetings link shows the individual availability of all selected team members. Use this option to help a contact book a meeting with a team member whose availability aligns best with their schedule.

Create a group or round robin availability meetings link

• In your HubSpot account, navigate to Sales > Meetings.
• In the top right, click Create meeting link, then select Team.
• Select the meeting type you want to create: Group Availability or Round Robin Availability.

• In the Team members section that appears, click the dropdown menu and select a team member to add to your meeting.
• If you're creating a Round Robin meetings link, you can choose to display the contact owner's booking page when the known contact books a meeting with this link. To do so, select the If contact is owned, show owner's calendar checkbox. 

Note: your team member must have an assigned Sales Hub or Service Hub seat and have a connected calendar before they can be added to a Group or Round Robin Availability meetings link.

• Finish creating your meetings link.
• In the dialog box, copy the link to start sharing it with your contacts.

How group or round robin meeting availability works

When creating a Group or Round Robin Availability meeting, your prospect will see specific times depending on the type of meetings link.

• Group Availability: HubSpot will automatically check the custom availability you set in the meetings link Availability settings against the selected team members' integrated calendars and block off busy times. If a user has multiple integrated calendars, HubSpot will check this custom availability against all the calendars.
  • When booking a meeting using a Group Availability meetings link, contacts will be able to select any time when all of the selected team members are available.
  • When a contact clicks the meetings link, they can select a time, then add their details to book the meeting. The creator of the meeting will receive a notification and the meeting will appear on each participant's calendar.
• Round Robin Availability: HubSpot will automatically check the custom availability you set in the meetings link Availability settings against the selected team members' integrated calendars and block off busy times when none of the selected team members are available. If a user has multiple integrated calendars, HubSpot will check this custom availability against all the calendars.
  • When booking a meeting using a Round Robin Availability meetings link, contacts can select any time when one of the selected team members is available.
  • When a contact clicks the meetings link, they can select a time, then add their details to book the meeting. The team member who is available during the selected time will be booked for the meeting and receive a notification. The meeting will appear on their calendar.
  • If you selected the If contact is owned, show owner's calendar setting, when a contact books a meeting they will be asked to enter their email address. If they're an owned contact in your account, their owner's booking page will display. Keep in mind the following conditions when using this setting: 
  • • If the contact is owned and the owner is a paid Sales Hub or Service Hub user with meetings set up, is part of this Round Robin link, and is available to meet, the tool will display the available times specified in the Round Robin link, not the owner's default personal meetings link.
    • If the contact is owned and the owner is a paid Sales Hub or Service Hub user with meetings set up, is part of this Round Robin link, and is not available, then the contact will not see any availability and will instead be asked if they want to email their owner.
    • If the contact is owned but the owner is not a paid Sales Hub or Service Hub user with meetings set up or is not part of this Round Robin link, then the Round Robin link will operate as usual, displaying the availability for all team members included on the link.
    • If multiple users on the meetings link are available during the selected time and the If contact is owned, show owner's calendar option is not selected, then a user will be selected for the meeting at random.

Setting your availability

1. Time zone: click the Time zone dropdown menu and select a time zone.
2. Available times: 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.
3. When a meeting can be scheduled: enter the number of weeks from now that people can book time on your calendar. If you are creating a meetings link for an event or conference, you can specify a custom date range for booking. Select the Over a period of rolling weeks or Custom date range radio button, then select the number of weeks or use the date picker fields to set your time range. A custom date range cannot be longer than 10 weeks.
4. Minimum notice time: click the dropdown menu to select the minimum amount of time before a meeting that someone can book time with you.
5. Buffer time: click the dropdown menu to select the amount of buffer time between each of your meetings. The buffer time prevents meetings from being booked too closely together. For example, if you have a meeting from 1:00 - 1:30pm and have a buffer time of 30 minutes, the next available meeting time would be 2:00pm.
6. Start time increment: set the frequency of your meeting start times. For example, if you are available between 10:00am and 12:00pm for a 60 minute meeting and your start time increment is 15 minutes, a prospect can book 60 minutes with you at 10:00am, 10:15am, 10:30am, and so on.