How to Fix Wrong Meeting Confirmation Times in Hubspot

If your meeting confirmation emails are showing the wrong time in Hubspot, the issue is almost always related to time zone or calendar settings. This step-by-step guide explains how to troubleshoot and fix those settings so your prospects see the correct meeting time every time.

Understanding How Hubspot Meetings Handle Time Zones

The Hubspot meetings tool does not use your browser time or your computer time directly. Instead, it relies on:

• Your connected calendar account
• Your selected time zone inside the meetings tool
• The time zone of the contact receiving the confirmation

When any of these are misaligned, your prospects may receive a confirmation email that shows a time that does not match what they selected on the booking page.

Common Reasons for Wrong Confirmation Times in Hubspot

Before changing any settings, it helps to understand the most frequent causes of incorrect times in Hubspot meeting confirmations:

• Mismatched time zones between your calendar and the meetings tool
• Incorrect default time zone in your calendar provider
• Prospects seeing time details converted to their own local time
• Outdated settings after traveling or changing regions

Once you know these common scenarios, you can systematically check each one inside your account.

Step 1: Check Your Calendar Time Zone Connected to Hubspot

The first key step is to confirm that your connected calendar is set to the correct time zone. Hubspot reads from the calendar provider, so an incorrect value there can cascade into your meetings.

1. Open your calendar provider (Google Calendar, Office 365, or other connected calendar).
2. Navigate to your calendar Settings.
3. Locate the Time zone or Default time zone field.
4. Verify it matches your current local time zone.
5. If it is wrong, update the time zone and save the changes.

After you adjust your calendar provider, Hubspot will use the updated time zone the next time it syncs meetings.

Step 2: Verify Hubspot Meetings Time Zone Settings

Next, check the configuration inside your meetings tool. Each personal or team scheduling page can be influenced by how the account is set up.

1. Log in to your account.
2. Open the meetings tool from your Sales or Productivity tools area.
3. Select the scheduling page that is sending the wrong confirmations.
4. Review the meeting details and scheduling options.

On most scheduling pages, the time zone shown to visitors is driven by either their browser or a set value. Hubspot then uses your calendar time zone as the base for actual bookings. Make sure what is displayed matches your expectations.

Step 3: Understand What Your Prospect Sees in Hubspot

Prospects may receive a confirmation email that appears to be in a different time than you expected, even when everything is technically correct. This usually happens because the confirmation displays the meeting in the recipient’s local time zone.

For example:

• You are in Eastern Time (ET) and have a calendar set to ET.
• Your prospect is in Pacific Time (PT).
• They book a meeting at 3:00 PM ET.
• The confirmation email shows 12:00 PM PT for them.

From your perspective inside Hubspot, the meeting appears at 3:00 PM ET on your calendar. For the prospect, it correctly appears as 12:00 PM PT in the confirmation email. Both are correct, just localized for different time zones.

Step 4: Test Your Hubspot Meetings Link

After updating settings, you should test your meetings link to confirm behavior matches expectations.

1. Open your meetings link in a private or incognito browser window.
2. Book a test meeting using a personal email address.
3. Check the confirmation email sent by Hubspot.
4. Compare the time shown in the email to the time you selected on the booking page.
5. Verify the time on your connected calendar.

If all three match once time zones are considered, your setup is functioning as intended.

Additional Hubspot Checks for Persistent Time Issues

If confirmation times are still incorrect after following the steps above, review these additional checks related to your Hubspot environment:

Confirm User Profile Time Zone in Hubspot

Make sure your personal user profile time zone matches your location. While the primary source for meetings is the connected calendar, consistent user settings help reduce confusion across tools.

Review Team or Shared Meeting Links in Hubspot

For round robin or group scheduling pages, multiple users and their calendars may be involved. If any user’s calendar or profile time zone does not match their real location, the shared meetings link may display or book times differently than expected.

Check Calendar Sync Status with Hubspot

If calendar sync is delayed or temporarily disconnected, you may see timing mismatches or missing details. Confirm that your calendar integration is connected and syncing properly.

Best Practices for Consistent Meeting Times in Hubspot

To reduce the chance of future time-related issues, follow these best practices:

• Set the correct time zone in your calendar before creating new meeting links.
• Avoid frequently changing time zones in your calendar account.
• Document for your team how meeting times are converted for prospects in Hubspot.
• Ask international prospects to double-check that the confirmation reflects their local time.

When your whole team follows the same practices across calendars and meetings pages, it becomes much easier to manage scheduling at scale.

Where to Find Official Hubspot Documentation

For the most accurate and up-to-date technical details, always consult the official support documentation. You can review the original article on incorrect confirmation times directly on the Hubspot knowledge base at this Hubspot support page.

If you need broader CRM or automation strategy help alongside these configuration steps, you can also get guidance from specialized consultants, such as the team at Consultevo.

Summary: Align Time Zones to Fix Hubspot Meeting Confirmations

Wrong confirmation times are almost always a configuration issue, not a system error. By aligning your calendar time zone, your user settings, and an understanding of how local time conversion works for prospects, you can ensure that every meeting scheduled through Hubspot displays the correct time in confirmations and on your calendar.

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