Manage Scheduling Pages in Hubspot Meetings

The meetings tool in Hubspot lets you create scheduling pages that connect directly to your calendar so prospects and customers can book time with you without back-and-forth emails. This guide walks you through how to create, edit, share, and organize your scheduling pages for a smoother booking experience.

How the Hubspot meetings tool works

The meetings tool connects to your Google, Office 365, or HubSpot-hosted calendar. When someone books a time slot, the tool automatically checks your availability, creates a calendar event, and can add the contact to your CRM.

You can create:

• One-on-one scheduling pages for individual reps
• Group scheduling pages for multiple team members
• Round robin scheduling pages that rotate bookings across a team

Each page has a unique link that you can send directly, use in email, add to live chat, or embed on your website.

Accessing the Hubspot meetings dashboard

To manage scheduling pages, open the meetings dashboard in your Hubspot account. From this central view you can:

• See all your existing scheduling pages
• Create new one-on-one, group, or round robin pages
• Search and filter meetings links
• Organize pages with folders
• Clone, edit, or delete links you no longer need

Team managers with appropriate permissions can also see meetings links owned by other users.

Create a one-on-one scheduling page in Hubspot

Use a one-on-one scheduling page when only one person needs to attend the meeting. To create it:

1. In your Hubspot account, navigate to the meetings tool dashboard.
2. Click the button to create a new scheduling page.
3. Select the one-on-one option.
4. Choose the user and connected calendar for the page.
5. Set a meeting name, internal name, and meeting type.
6. Define your availability, duration options, and time buffer.
7. Configure form questions, required fields, and any custom questions.
8. Customize confirmation options and notification settings.
9. Save the scheduling page and copy the sharing link.

Once created, you can share this booking link in emails, sequences, live chat, or embed it on your website so contacts can book with you directly.

Set up group scheduling pages in Hubspot

Group scheduling pages allow a contact to book time with multiple team members at once, such as a sales engineer and account executive together.

Steps to create a group meetings page

1. Open the meetings dashboard and create a new scheduling page.
2. Select the group scheduling option.
3. Add all required team members to the group page.
4. Choose which calendars will be checked for availability.
5. Configure the meeting details, duration, and availability window.
6. Set form fields and contact properties to collect before booking.
7. Adjust confirmation, reminder, and follow-up email settings.
8. Save and share the group scheduling link with your contacts.

The tool will only show time slots when all selected team members are available, ensuring that everyone can attend the booked meeting.

Use round robin scheduling pages in Hubspot

Round robin scheduling pages automatically distribute meetings among a team, which is useful for sales or support queues.

Configure round robin logic

When building a round robin page:

• Add all participating team members.
• Decide how availability is calculated (for example, based on connected calendars).
• Choose assignment behavior, such as rotating evenly across the team.
• Set fallback rules for when a user has no availability.

With this configuration, the system assigns each new meeting to a team member based on the round robin rules, helping balance workload.

Customize scheduling page settings in Hubspot

Each scheduling page includes flexible settings so you can match your booking experience to your process.

Basic configuration

• Meeting name and headline: What visitors see when they open the link.
• Internal name: How the meeting appears inside your CRM.
• Duration options: Offer one or multiple time lengths.
• Time zone handling: Show slots in the visitor’s time zone when possible.

Availability controls

• Set working days and hours.
• Add buffers before and after events.
• Limit the number of meetings per day.
• Define the minimum notice required before booking.
• Control how far into the future meetings can be scheduled.

Form and contact options

• Choose which fields to show on the booking form.
• Mark important fields as required.
• Map responses to contact properties in your CRM.
• Optionally add custom questions for qualification.

Notifications and follow-up

• Configure confirmation emails for attendees.
• Enable reminder emails before the meeting.
• Add follow-up actions or tasks using workflows (if available in your subscription).

Share and embed Hubspot scheduling pages

After creating a scheduling page, you have multiple options to share it.

Share booking links

• Copy the direct link from the meetings dashboard.
• Paste it into one-to-one emails or templates.
• Use it in sequences for automated outreach.
• Add it to chat or bot flows so visitors can book instantly.

Embed scheduling pages on your website

You can embed a scheduling page so visitors book meetings without leaving your site:

1. Open the scheduling page in the meetings dashboard.
2. Locate the embed code option.
3. Copy the provided HTML embed snippet.
4. Paste it into your website page builder or CMS where you want the calendar to appear.
5. Publish or update the page to make the embedded scheduler live.

Embedding your booking calendar reduces friction and can increase conversion from marketing or product pages.

Organize and manage meetings links in Hubspot

As you create more scheduling pages, organization becomes important for teams.

Use folders for structure

• Create folders by team, region, or meeting type.
• Move existing scheduling pages into the right folder from the dashboard.
• Keep shared or global links in clearly labeled folders.

Edit, clone, or delete pages

• Edit: Click into a scheduling page to adjust settings, availability, or form fields.
• Clone: Duplicate an existing page to quickly create a similar one with minor tweaks.
• Delete: Remove outdated pages so users do not accidentally share old links.

Regularly reviewing your meetings dashboard helps ensure only accurate, current links are being used.

Troubleshooting Hubspot meetings scheduling

If contacts cannot book or the wrong times appear, check these areas first:

• Verify your calendar integration is connected and authorized.
• Confirm working hours and availability windows are set correctly.
• Check that buffer times and daily limits are not blocking all slots.
• Review time zone settings for both the user and the visitor.
• Ensure the scheduling page is published and not restricted.

For detailed, up-to-date instructions, consult the official documentation at this Hubspot meetings scheduling guide.

Next steps for optimizing your Hubspot meetings

Once your scheduling pages are live, track performance and improve your booking flow over time. Review which meeting types convert best, adjust your questions to qualify leads more effectively, and align your reminders with your sales or service process.

If you want expert help implementing and optimizing the meetings tool, you can work with a dedicated HubSpot-focused consultancy like Consultevo to refine your strategy, automation, and reporting.

By fully configuring and organizing your scheduling pages, you ensure that every meeting booked through the platform is seamless for both your team and your customers.

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