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How To Setup Hubspot Meeting Scheduler

Overview

Did you know that the free version of Hubspot has a free

Free Meeting Scheduler⁠

to book meetings with ease? You can schedule meetings much faster and forget the back-and-forth emails. Your calendar stays full, and you stay productive.

So why use

Hubspot Meeting Scheduler⁠

vs.

Calendly⁠

? They have comparable feature sets, but Hubspot allows you to sync with multiple calendars on the free version while Calendly forces you to pay for that feature. Got a dentist appointment on your personal calendar? No worries, Hubspot Meeting Scheduler can connect to multiple google, icloud and office365 calendars for free to ensure your availability is synced with both your professional and personal life! You can do this as well with Calendly, but it will cost you.

Although Hubspot has

instructions on how to enable Hubspot Meeting Scheduler⁠

, I found it difficult to follow to get up and running, and therefore wrote my own instructions for others to utilize. These instructions assume you use Google Workspace, but you could swap those steps out for Microsoft 365. Enjoy!

Steps

Step 1

Go to Profile & Preferences > General > Calendar (https://app.hubspot.com/settings/<account_id>/user-preferences/calendar).

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Step 2

Connect your Google Calendar. Make sure to use your work account instead of your personal gmail account!

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Step 3

If you have connected other calendars to your Google Calendar, you can select those as well to use for designating blocked time in your calendar. I connected my personal gmail and icloud calendars to ensure no one schedule’s time when I have a personal appointment.

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Step 4

Go to Sales > Meetings (https://app.hubspot.com/<account_id>/21555011/) to view your meeting configurations. The free version of Hubspot only allows one meeting type.

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Step 5

Click on Edit to configure your meeting calendar availability and other configuration settings. I added the 45 min option since defaults are 15, 30, 60, updated my availability for Mon + Tue + Wed + Thur (9am - 6pm) and Fri (9am - 12pm), and included cancel/reschedule links.

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Step 6

Connect to Zoom, Google Meet or whatever video conferencing solution you use for ensuring there will be a video conference link in your meeting invites. If your preferred solution does not show up in the list, click on “Manage extensions” to find and connect your video conferencing solution. As an admin, I had to do that once, but anyone else in my company will now see the options listed that I added.

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Step 7

Visit your public meeting schedule page at https://meetings.hubspot.com/<firstname>-<lastname>.

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Step 8

Put the link in your email signature in both

Gmail⁠

and Hubspot (https://app.hubspot.com/settings/<account_id>/user-preferences/email). For Hubspot, you’ll have to copy-paste the HTML from your Gmail signature using View > Developer > Inspect Elements, copy-paste the correct DIV block, and if you have an image in your signature replace the image source with the URL of the image uploaded to Hubspot.

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