Create scheduling pages with the meetings tool

Create one-on-one scheduling pages so contacts can book meetings with you. If you have an assigned Sales Hub or Service Hub seat, you can also create a team scheduling page so contacts can book time with multiple users. Your contacts can access these scheduling pages using a meeting link. If you connect your Gmail or Office 365 calendar, scheduled meetings will sync with your connected calendar so your appointments will always be up-to-date. 

Users with Meeting scheduling pages permissions can also create and edit scheduling pages for other users by selecting another user as the meeting organizer.

If you don't have a seat, you can only customize one scheduling page with default HubSpot branding. Learn more about your subscription limits in HubSpot’s Product & Services catalog. 

Before you get started

• To understand the full scope of what each seat includes, learn more in HubSpot's Products & Services catalog.
• If Meetings Scheduler doesn't appear in navigation menu under Library, make sure that your user has Sales Access permissions.
• You can create, edit, and delete scheduling pages for other users if you have Meeting scheduling pages permissions. If you're a Super Admin or user with Add and edit users permissions, you can grant a user these permissions. 

Create scheduling pages

1. In your HubSpot account, navigate to Sales > Meetings Scheduler.

2. In the upper right, click Create scheduling page.

3. In the dialog box, select a meeting option:
   • One-on-One: the contact will schedule time with just you or the user you're creating the scheduling pages for.
   • Group (Sales Hub or Service Hub Starter, Professional, or Enterprise only): this team scheduling page 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 (Sales Hub or Service Hub Starter, Professional, or Enterprise only): this team scheduling page 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.

4. Continue setting up your scheduling page by following the steps below.

Overview

On the Overview page, enter the scheduling page's basic information.

1. Internal name: the name that appears when the meeting link used to access the scheduling page is added to an email.
2. Brands: if you have the brands add-on, select the brand you want to associate this meeting with from the Brand dropdown menu.
3. Organizer: the meeting owner, or the user the contact is scheduling a meeting with. You must have Meeting scheduling pages permissions to create scheduling pages for other users in your account, and the user must have activated the meetings tool. To create a scheduling page for another user, select their name from the Organizer dropdown menu.
4. Event title: the name of the calendar event you share with your contact. For example, "Product Demo" would appear as event name. You can insert personalization tokens in the subject by clicking Personalize.
5. Location: include information about how and where you'll connect with your meeting attendee. This can be a call-in link, a physical location, etc. This location will appear in the contact's calendar invite, and the event created on your default personal calendar.
6. Add videoconference link: if you're using HubSpot's integration with Microsoft Teams, Zoom, UberConference, or Google Meet, you can add a videoconference link. If you have not set up a videoconference integration, you won't see this option. If you're using different videoconferencing software, and you're a developer or there's a developer on your team, learn how to use the Video Conference Extension API.
7. Cancel and reschedule: toggle the switch on to include cancel and reschedule links in the event description, so when a meeting is scheduled the contact can cancel or modify the date and time if needed.
8. Description: a description of the meeting that appears in the invite when a meeting is booked. This description will appear in the calendar invite your contact receives and the event created on your default personal calendar. You can insert personalization tokens in the subject by clicking Personalize. You can format the description by using the toolbar.
9. Meeting type: select whether the meeting is onsite or online. The meeting type can be used in reports.
   
   
10. Click Next.

Team members (Sales Hub or Service Hub Starter, Professional, or Enterprise only)

If creating a group or round robin meeting, select which team members you want to include in the meeting.

1. In the top right, click Edit member.
2. In the right panel, you can choose one of the following options:
   • Users: click the Users dropdown menu and select another user, then click Confirm. If a user's calendar is disconnected, an alert will appear below their name and the Check availability switch will be turned off.

     

   • Use a rotation: click the Rotation dropdown to select a meeting rotation. Then, click Confirm. When using a rotation with a round robin, only the availability for the user that should be booked next will be shown when booking a meeting. 

     

3. Click Next.

Scheduling

On the Scheduling page, customize your meeting availability and booking form.

1. At the top, edit the scheduling page URL. This is the link that contacts will use to book meetings on your calendar, and it can't be edited after the link is created. You can only use alphanumeric characters, hyphens, or underscores in the scheduling page URL. Other special characters aren't supported. If you have an assigned Sales Hub or Service Hub paid seat you can adjust part of the URL in your calendar settings.
2. If you've set up HubSpot payments or Stripe as a payment processing option, you can add a payment link to the scheduling page by toggling the Collect payments switch on. On the Payment tab, click the Payment link dropdown menu and select a payment link. The checkout page for this payment link will appear when a contact books a meeting on this scheduling page.

Welcome

1. To display the contact owner's scheduling page when the known contact books a meeting, click to toggle the Prioritize contact owner switch on. Learn more about how this setting impacts meeting availability. With the Prioritize contact owner setting turned on, a welcome screen will appear where the contact can enter their email address before accessing the scheduling page:

• • In the Page title field, enter the text that appears on the welcome screen.
  • In the Description field, enter text to explain why you're asking for the visitor's email address.
  • To customize the image that appears on the welcome screen, in the Image section, select an image option.
    • Default image: the default meetings icon provided by HubSpot will appear.
    • Company avatar: the company avatar associated with the email domain of the user who created the scheduling page. This is populated using HubSpot Insights.
    • Custom image: upload a custom square image selected from the file manager. The image must be square to render correctly. Hover over the avatar and click the edit pencil icon, then select Change photo. In the right panel, select an image.

Schedule

1. Scheduling title: enter the name that'll appear above the calendar on the scheduling page.
2. Duration: the length of time visitors can book you for. Click the Duration options dropdown menu and select the desired durations. Click + Add custom duration to add more options.
3. Time zone: click the Your time zone dropdown menu and select your time zone. This is the time zone that your availability is based on.

Please note: Kazakhstan doesn't recognize daylight savings, so these regions are under the UTC+5 time zone. Learn more about how to work around this.

4. Availability window: 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.
5. Consider working hours: toggle the Consider working hours toggle on if you want users to be booked during their working hours. If users don't have working hours set, they won't be booked outside of the availability window set above. Learn how to set working hours. 

Please note: your scheduling page's available times will appear in the contact's time zone settings. For example, if the contact's computer is set to Pacific time, the times will appear in Pacific time. The contact's calendar settings determine the date and time of the calendar event sent to the contact after booking a meeting.

6. To see additional customization options, click to expand the Additional settings section to customize the following:
   • Image: this image will appear at the top of your scheduling page. Select an image option:
     • Organizer's avatar: the meeting organizer's avatar, set in their user profile and preferences, will appear. This option is only available when creating a one-on-one scheduling page.
     • Company avatar: the company avatar associated with the email domain of the user who created the scheduling page will appear. This is populated using HubSpot Insights.
     • Custom image: upload a custom image selected from the file manager. Hover over the avatar and click the edit pencil icon, then select Change photo. In the right panel, select an image.
   • When a meeting can be scheduled: enter the number of days or weeks from now that people can book time on your calendar. If you're creating a scheduling page for an event or conference, you can specify a custom date range for booking. Select the Over a period of rolling time or Custom date range (users with assigned Sales Hub and Service Hub seats only) radio button, then select the number of business days, calendar days, or weeks, or use the date picker fields to set your time range. A custom date range can't be longer than 10 weeks.
   • Minimum notice time: click the dropdown menu to select the minimum amount of time before a meeting that someone can book time with you.
   • 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 - 1:30 PM and have a buffer time of 30 minutes, the next available meeting time would be 2:00 PM.
   • Start time increment: click the dropdown menu to set the frequency of your meeting start times. For example, if you're available between 10:00 AM and 12:00 PM for a 60 minute meeting and your start time increment is 15 minutes, a prospect can book 60 minutes with you at 10:00 AM, 10:15 AM, 10:30 AM, and so on.
   • Booking page language: click the dropdown menu to select the language that the scheduling page should appear in. If a visitor’s browser settings can’t be detected, your scheduling page will appear in English.
   • Date and time format: click the dropdown menu to select the date and time format. Options available in the dropdown menu will depend on what you selected for Booking page language (e.g., if you selected French in Booking page language, you can choose Canada or France in Date and time format.

Form

Use the form tab to customize the form contacts will use when booking a meeting:

1. Click the Form tab.
2. By default, contacts will be required to enter their First Name, Last Name, and Email when booking. If a form is submitted via a meetings link, a unique email address will always create a new contact, regardless of if an existing contact has a matching user token. In this case, the existing contact's email address won't be overwritten by the new email address.
3. If you are assigned a Sales Hub or Service Hub seat you can add additional questions. Keep in mind that any additional form fields that are added will be included in the calendar event invite and event description. If you're creating a scheduling page for another user who doesn't have an assigned Sales Hub or Service Hub seat, you can't add additional questions to the form.
   • To add an existing contact property as a field:
     • Click + Contact property to add different field types to your form. If you need to create a new property for this field, learn how to create custom properties.
     • Select a contact property from the dropdown menu, then click Save.
     • To make the field optional, clear the Required checkbox to the right of the field.
     • You can't add a file upload field to your meetings form.
   • To add a simple text field question: 
     • Click + Custom question.
     • Enter a question, then click Save.
     • To make the field optional, clear the Required checkbox to the right of the field. 
       
4. To add a CAPTCHA challenge to the scheduling page to prevent spam submissions, click to toggle the CAPTCHA (spam prevention) switch on.
5. To block visitors with free email domains, click to toggle Block free email domains. To block specific email domains from being able to book time on your calendar, click + Block specific domains.  Then, enter the email domain, click Add, and click Save.
6. To allow customers to invite other guests to the meetings, click to toggle the Allow guests switch on. Turning this setting on will automatically turn off the Auto-submit form when all fields are pre-populated setting.

Please note: you can allow prospects to provide email addresses for guests when they book a meeting with you as long as certain criteria are met. As detailed in our Privacy Policy, the prospect must confirm they have the other guests' consent to share their details with HubSpot. The guests must also agree to HubSpot holding and processing their information and data for the purpose of creating a meeting invite and reviewing meeting attendees. Guest data provided to us will be processed in accordance with our Privacy Policy.

7. If you have data privacy settings turned on in your account, any scheduling pages created moving forward will default to data privacy ON. The scheduling page will show the default Consent text you have set up in your Privacy & Consent account settings. To customize your data privacy & consent options for this scheduling page: 
   • Click Customize. You can capture a contact's consent to communicate to a specific subscription type, or capture legitimate interest on your scheduling page.
   •  Click the Data privacy and consent dropdown menu and select Consent or Legitimate interest.
     • Consent: edit the communication consent text, then add further subscription types/checkboxes to allow visitors to agree to communication from multiple subscription types on a single scheduling page. Click + Add another checkbox, then select a consent type, and edit the text that'll appear next to the checkbox.
     • Legitimate interest: select the legal basis from the dropdown menu. To add more subscription types so you can capture multiple subscription types implicitly, click the Subscription type dropdown menu and select a subscription type. The default subscription that you select for meetings is "one-on-one" communication which is an internal subscription type in your HubSpot account.
   • If you selected Consent, edit the scheduling page's privacy and consent text. Any changes made to an individual scheduling page's Privacy & Consent options will override the default text set in your account settings.
   • To see how the consent options will render, click the Preview tab.
   • Click Save.
8. To access additional form settings, click to expand the Additional settings section:
   • If you don't want form fields on the booking page to pre-populate with known information when a contact returns to your site, click to toggle the Pre-populate fields with known values switch off. This will automatically turn off the Auto-submit form when all fields are pre-populated setting.
   • To automatically submit the form when the form fields pre-populate with known data, click to toggle the Auto-submit form when all fields are pre-populated switch on.

Confirmation

Users with an assigned Sales Hub or Service Hub seat can redirect contacts to a specific website page, landing page, or external page after they book a meeting. To customize the contact's experience after booking:

1. Click the Confirmation tab.
2. Select the Redirect to another page option. If you’ve installed ad network pixels, this redirect supports tracking meeting bookings with external networks like Google and Facebook.
3. To select a HubSpot page, click the dropdown menu and select a page.
   
4. To redirect to an external page, click Add external link. In the dialog box, enter the URL, then click Add.
5. Click Next.

Automation

On the Automation page, you can turn off the automatic booking confirmation email or add further reminder emails to be sent out before the meeting.

1. By default, a confirmation email will be sent when someone books a meeting using this scheduling page. To turn this off, toggle the Confirmation email switch off.
2. To send reminder emails before a meeting, click to toggle the Pre-meeting reminder switch on. Reminder emails will only be sent if your calendar is connected. If the turn on meeting reminder by default switch is on for your account, new scheduling pages will inherit the default reminders.
   
   • To select how many weeks, days, hours, or minutes before the meeting an email should be sent out, enter a number in the text field, then click the dropdown menu and select a time measure.
   
   • You can add up to three reminder emails. To add additional reminder emails, click + Add reminder. To delete a reminder, click the delete Delete icon.
   • To preview the email your contacts will receive, click Preview reminder email. The language of the email will match the language selected in the Booking page language dropdown menu.
   • If you have an assigned Sales Hub or Service Hub seat click dCustomize your reminder email to customize the subject line and body of the reminder email with new text and personalization tokens for the company, contact, host, and meeting details.
     • Update the subject line in the Subject line field. To include additional information in the subject, click the Personalize dropdown menu in the toolbar at the bottom and select the property token dropdown menu. Then select a property.
     • To include additional information in the reminder email body, such as the invite Description or Location, click the Personalize dropdown menu in the toolbar at the bottom and select the property token dropdown menu. Then select a property.
3. Click Create scheduling page.

Share your meeting

After creating your scheduling page, a dialog box will offer ways to share your meeting:

1. Click Show in a pop-up, then click Create pop-up to configure a pop-up with your meeting calendar using the calls-to-action tool. The CTA tool will automatically use the meeting information to create a draft pop-up. 
2. Click Get embed code to get the embed code for use across tools like your website or blog. 
   • Click Copy code to copy the code.
   • Click Email web developer, then enter your web developer's email, and click Send message to send the code to your developer via email.
3. Click Copy share link, then click Copy to copy the link to the scheduling page.

Next steps

• Users with an assigned Sales Hub or Service Hub seat can customize the company logo, company information, and default colors that display on your scheduling page in your account settings. Changes made here will also apply to your documents and quotes. Learn how to edit your company branding for HubSpot's sales tools.
• Learn how to edit scheduling pages, share a meeting link, and edit your scheduling page settings.