SOP: Setting Up HubSpot Meeting Links

Objective

To create and customize meeting links in HubSpot for various types of meetings, including one-on-one, group, and round-robin meetings.

Key Steps

1. Access Meeting Scheduler: Navigate to the meeting scheduler in HubSpot by clicking on the left sidebar, then selecting "Libraries" and "Meeting Scheduler."

2. Select Meeting Type: Choose between one-on-one, group, or round-robin meetings based on the meeting requirements.

3. Customize Meeting Details:

   • Enter meeting details such as title, organizer, location, and description.

   • Set up options for cancellation or rescheduling by the recipient.

4. Set Availability:

   • Determine availability for scheduling by selecting days and times.

   • Consider using working hours on the user level for availability.

5. Customize Form Fields:

   • Add contact properties and custom fields to collect necessary information.

   • Enable spam prevention and guest options.

6. Configure Confirmation and Reminders:

   • Set up confirmation messages and redirect links.

   • Schedule reminder emails before the meeting.

7. Finalize and Share:

   • Review and test the meeting link.

   • Copy and share the link with participants.

8. Optional Reporting:

   • Categorize meeting types for tracking and reporting purposes.

Cautionary Notes

• Ensure accurate details are entered to avoid scheduling conflicts.

• Double-check availability settings to prevent overlapping meetings.

• Test confirmation emails and reminders to ensure they are functioning correctly.

Tips for Efficiency

• Keep meeting link options lean and organized for easier management.

• Utilize custom fields and personalization for a tailored meeting experience.

• Regularly review and update meeting links for accuracy and relevance.