Managing meetings efficiently and automating is essential for businesses, especially in the digital world. The HubSpot meeting scheduler is a good option for those using HubSpot already, as it offers a solution that eliminates the back-and-forth emails. And, as part of the HubSpot package, it integrates seamlessly with your sales processes and CRM data, while working well with calendar applications. But it’s not your only option, even if your business already uses HubSpot.
In this review, we’ll go through the features, pricing, setup process, and integration capabilities of the HubSpot meetings tool to help you determine if this is the right fit for your team. In the end, I’ll also introduce you to Zeeg, and explain some of the benefits of using it (and integrating it with your CRM, if you wish) instead of just going with Hubspot meeting scheduler.
What is the meetings tool in HubSpot?
The HubSpot meetings tool is an appointment scheduling solution designed to simplify the process of booking meetings with prospects, clients, and team members. Unlike standalone scheduling applications, it's fully integrated within the HubSpot CRM platform, allowing for seamless data flow between your scheduling activities and your customer database.
This tool enables you to create personalized scheduling pages that display your real-time availability based on your connected calendar. When someone books a meeting through your scheduling link, the appointment is automatically added to both your calendar and theirs, while simultaneously creating or updating their contact record in your HubSpot CRM.
At its core, the meetings tool in HubSpot is a pretty useful tool, because it serves as a bridge between your calendar availability and your sales pipeline, making it easier to convert interested prospects into conversations that could lead to something, without the hassle of those annoying and lengthy email exchanges to find a suitable meeting time. That's definitely true.
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How does the HubSpot meeting scheduler work?
The HubSpot meeting scheduler operates on a straightforward principle: share your availability through customized booking links that prospects can use to schedule time with you. Here's a breakdown of how the process functions:
First, you connect your existing calendar (Google Calendar or Office 365) to the meetings tool, which allows HubSpot to check your real-time availability. Then, you create one or more scheduling pages that define your bookable hours, meeting types, and other preferences.
When a prospect clicks your meeting link, they see a calendar view showing only the times when you're available. After selecting a time slot, they'll complete a short form with their contact information and any custom questions you've added. Once submitted, the meeting is automatically added to both calendars, and their contact information is captured in your HubSpot CRM.
The scheduling process also includes automated notifications—both the prospect and you receive confirmation emails, and reminder emails can be set up to reduce no-shows. If you've integrated with video conferencing tools like Zoom or Microsoft Teams, meeting links are automatically generated and included in the calendar invitations.
The most significant advantage of this workflow is that it occurs without any manual intervention from your team. Your prospects can self-schedule at times that work for both parties, eliminating the inefficient back-and-forth typically associated with meeting coordination.
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How to set up the HubSpot meetings tool
Setting up the HubSpot meetings tool is relatively straightforward but requires a few key steps to ensure everything works smoothly. Here's a comprehensive guide to getting started:
Connect your calendar to HubSpot
Before you can start using the scheduling features, you'll need to connect your primary calendar:
- In your HubSpot account, click the settings icon in the top navigation bar
- Navigate to General in the left sidebar menu
- Click the Calendar tab
- Click Connect your Calendar
- Choose either Google/Gmail or Office 365
- Follow the authentication prompts to grant HubSpot access to your calendar
This connection allows HubSpot to check your real-time availability when someone attempts to book a meeting with you. The system will automatically block times when you have existing appointments to prevent double-booking.
Create scheduling pages with the meetings tool
Once your calendar is connected, you can create your first scheduling page:
- Navigate to Library > Meetings Scheduler in your HubSpot account
- Click Create scheduling page in the upper right corner
- Select a meeting option:
- One-on-One: For individual meetings between you and a contact
- Group: Team scheduling showing times when all selected team members are available (Sales Hub or Service Hub required)
- Round robin: Allows contacts to book with any available team member (Sales Hub or Service Hub required)
After selecting your meeting type, you'll need to complete several configuration sections:
Overview: Set basic meeting information including the internal name, event title, location, and description. You can add video conferencing links if you've set up those integrations.
Team members: If creating a group or round robin meeting, select which team members to include.
Scheduling: Customize your availability window, meeting duration options, and time zone settings. This is where you'll define which days and hours you're available for meetings.
Additional settings: Set parameters like minimum notice time, buffer periods between meetings, and maximum scheduling windows.
Form: Customize the form contacts will fill out when booking. By default, HubSpot captures name and email, but you can add custom questions if you have an assigned Sales Hub or Service Hub seat.
Confirmation: Specify what happens after someone books a meeting, such as displaying a confirmation message or redirecting to another page.
Automation: Configure confirmation emails and reminder notifications to help reduce no-shows.
After completing these sections, click Create scheduling page, and your meeting link will be ready to share with prospects.
HubSpot meetings pricing and license requirements
One of the most appealing aspects of the HubSpot meetings tool is that a basic version is available with free HubSpot accounts. However, more advanced features require paid subscriptions. Here's what you need to know about HubSpot meetings pricing:
The free HubSpot appointment & meeting scheduler provides basic functionality for individual users, including:
- One customizable scheduling page with default HubSpot branding
- Integration with Google Calendar and Office 365
- Basic meeting confirmation and reminder emails
- Standard contact form fields
To access advanced features like team scheduling, round robin distribution, and advanced customization, you'll need a Sales Hub or Service Hub subscription. These start at $20 per user per month (billed annually) for the Starter tier and increase for Professional and Enterprise levels.
Users with paid subscriptions can create unlimited scheduling pages, customize the branding completely, add additional form fields, and take advantage of more sophisticated team scheduling options.
Hubspot Meeting Scheduler integrations
How to integrate Google Calendar with HubSpot to schedule meetings
One of the most powerful aspects of the HubSpot meeting scheduler is its ability to integrate with popular calendar platforms. The Google Calendar integration is particularly robust and provides several key benefits:
Setting up the Google Calendar-Hubspot integration
The integration process is straightforward:
- Navigate to Settings > General > Calendar in your HubSpot account
- Click Connect your Calendar
- Select Google/Gmail
- Authorize HubSpot to access your calendar data
- Review the permissions and click Accept
Once connected, the integration provides two-way synchronization between your Google Calendar and HubSpot. This means that any meetings booked through your scheduling pages appear on your Google Calendar, and existing appointments on your calendar are considered when displaying your availability to prospects.
Benefits of the Google Calendar integration
The connection between HubSpot and Google Calendar offers several significant advantages:
- Real-time availability: When prospects view your scheduling page, they only see times when you're genuinely available
- Prevention of double-booking: As your calendar updates, so does your available time slots
- Automatic time zone detection: Visitors see available times in their local time zone, removing confusion
- Seamless meeting creation: Appointments appear instantly on both your calendar and the prospect's
- Activity tracking: Meetings scheduled through the integration create activity records in your HubSpot CRM
For sales teams already using Google Workspace, this integration provides a seamless connection between your existing calendar and your CRM, eliminating the need to manually transfer information between systems.
Does Zoom meetings integrate with HubSpot?
Yes, HubSpot offers robust integration with Zoom, making it simple to automatically create video conference links when meetings are scheduled. The integration is particularly valuable for remote sales teams and businesses that conduct virtual meetings.
Setting up the Zoom integration
To connect Zoom with HubSpot:
- Navigate to the HubSpot Marketplace
- Search for and select the Zoom integration
- Click Connect app
- Sign in to your Zoom account and authorize the connection
- Follow the prompts to complete the setup
Once connected, you can select Zoom as a meeting location option when creating scheduling pages. When someone books a meeting, a Zoom link is automatically generated and included in the calendar invitation.
Benefits of the Zoom integration
The integration provides several advantages:
- Automatic link generation: No need to manually create and send Zoom links
- Consistent meeting experience: Standardized meeting settings for all appointments
- Reduced no-shows: Clear meeting access instructions in all invitations
- Centralized tracking: All meeting details, including the Zoom link, are stored in the contact's activity history
For remote sales teams, this integration streamlines the process of connecting with prospects and ensures a professional virtual meeting experience.
HubSpot meetings Microsoft Teams integration
Similar to the Zoom integration, HubSpot also offers seamless connectivity with Microsoft Teams for organizations that prefer Microsoft's video conferencing platform. This integration is particularly valuable for businesses already using Microsoft 365 tools.
Configuring the Microsoft Teams integration
To set up the Microsoft Teams integration:
- Go to the HubSpot Marketplace
- Search for and select the Microsoft Teams integration
- Click Connect app
- Sign in with your Microsoft account
- Authorize the connection
After connecting, you can select Microsoft Teams as a meeting location when creating scheduling pages. The system will automatically generate Teams meeting links when appointments are booked.
Advantages of the Teams integration
The Microsoft Teams integration offers several benefits:
- Streamlined workflow: Automatic Teams link generation eliminates manual steps
- Cohesive Microsoft ecosystem: Perfect for organizations already invested in Microsoft 365
- Enhanced security: Teams' enterprise-grade security features for sensitive discussions
- Simplified access: Direct calendar integration for seamless meeting joining
For companies standardized on Microsoft tools, this integration creates a cohesive experience across scheduling, calendar management, and video conferencing.
Integrate Hubspot with Zeeg, an advanced scheduling tool
When a meeting is scheduled through Zeeg, the integration automatically searches for existing contacts in HubSpot and creates new ones if needed. It generates meeting activities with comprehensive details including the event description, host information, location, and responses to custom questions. The integration also handles meeting updates, tracking cancellations and reschedules within the HubSpot activity timeline.
This integration provides a cost-effective way to combine Zeeg's scheduling capabilities with HubSpot's CRM functionality, giving businesses the best of both worlds without the premium price tag of HubSpot's higher-tier plans.
Whether HubSpot's scheduler or an alternative like Zeeg is right for your business ultimately depends on your existing technology investments, budget considerations, and specific scheduling requirements.
Benefits of the Zeeg integration
- Design fully personalized scheduling pages for much less than HubSpot's premium plans
- Connect with Apple Calendar, not just Google and Microsoft calendars
- Ensure complete data protection and GDPR requirements
- Seamlessly generate and refresh contact entries in HubSpot when appointments are scheduled
- View all meetings as properly logged activities within your HubSpot CRM dashboard
- Capture custom form responses and sync them directly to HubSpot contact fields
Setting up this integration requires:
- An active HubSpot account (free or paid)
- Administrative privileges in HubSpot
- A Zeeg Business subscription
- Organization owner status in Zeeg
HubSpot meetings multiple calendars: Group and team scheduling
For teams using Sales Hub or Service Hub (Starter, Professional, or Enterprise), HubSpot offers advanced meeting types that facilitate coordination across multiple team members. These features enable more sophisticated scheduling scenarios:
Group meeting links
Group meeting links show time slots when all selected team members are available simultaneously. This is ideal for situations where multiple people need to attend the same meeting, such as:
- Demo presentations requiring both a sales rep and a product specialist
- Client onboarding sessions involving account managers and implementation specialists
- Strategy meetings with multiple departmental representatives
To set up a group meeting link:
- Navigate to Library > Meetings Scheduler
- Click Create scheduling page
- Select Group
- Choose which team members to include
- Configure your scheduling settings and availability windows
When a prospect uses a group link, they'll only see times when all selected team members are free, ensuring everyone can attend without calendar conflicts.
Round robin meeting links
Round robin links distribute meetings among team members based on availability. When a prospect books a meeting, they can select a time that works for them, and the system will assign the meeting to an available team member. This approach is particularly useful for:
- Sales teams distributing incoming lead meetings fairly
- Support teams routing customer consultations
- Consulting firms allocating initial discovery calls
With a round robin setup, you can also prioritize the contact owner's scheduling page when a known contact books a meeting. This ensures that prospects continue working with their existing relationship manager whenever possible.
Both group and round robin scheduling options require that team members have activated the meetings tool and have an assigned Sales Hub or Service Hub seat. If a user's calendar isn't connected, they can still be added to the link, but this may impact the available times shown.
How to set up meeting scheduler in HubSpot for optimal results
While the basic setup process is straightforward, implementing a strategic approach to your meeting scheduler can significantly enhance its effectiveness. Here are advanced tips for optimizing your HubSpot meeting scheduler:
Customize your meeting experiences by purpose
Rather than creating a single generic meeting link, develop purpose-specific scheduling pages tailored to different scenarios:
- Initial consultations: 30-minute slots with qualification questions
- Product demos: 45-60 minute slots with industry-specific questions
- Follow-up discussions: 15-minute check-ins with progress assessment questions
- Customer success reviews: 30-minute slots with satisfaction measurement questions
By creating dedicated scheduling pages for each meeting type, you can collect relevant information upfront and set appropriate time allocations.
Set up call and meeting types
HubSpot allows you to categorize meetings by type, which enables better tracking and reporting. To set up call and meeting types:
- Navigate to Settings > Objects > Activity
- Ensure the activity object is enabled
- Click Edit options
- Add types that align with your sales process, such as:
- Discovery Call
- Product Demo
- Proposal Review
- Implementation Planning
These categories help track meeting outcomes and can trigger automated workflows based on specific meeting types.
Implement strategic buffer times and availability windows
Consider these advanced settings to create a more balanced schedule:
- Add buffer times between meetings (15-30 minutes) to allow for preparation and follow-up notes
- Create availability windows that align with your most productive hours
- Set minimum notice periods (e.g., 2 hours or 1 day) to avoid last-minute meetings that disrupt your workflow
- Limit how far in advance meetings can be booked to maintain schedule flexibility
These boundaries help prevent meeting fatigue while ensuring you remain accessible to prospects and customers.
Embed meeting links strategically
Instead of simply emailing your meeting link, consider these strategic placements:
- Add it to high-intent website pages like pricing or product pages
- Include it in your email signature for easy access
- Embed it on thank-you pages after content downloads
- Place it in customer onboarding materials
By making your scheduling page accessible at moments of high interest, you increase the likelihood of conversion.
How to track meetings in HubSpot
Tracking meeting performance is crucial for understanding the effectiveness of your scheduling strategy. HubSpot provides several ways to analyze your meeting activities:
Basic meeting analytics on the dashboard
For a quick overview:
- Navigate to Library > Meetings Scheduler
- Review the dashboard metrics for each scheduling page:
- Views: How many people visited your scheduling page
- Meetings booked: How many appointments were scheduled
- Conversion rate: The percentage of views that resulted in bookings
These metrics help you understand which scheduling pages are performing best and which might need optimization.
Creating custom meeting reports
For more in-depth analysis (available in Professional and Enterprise tiers):
- Navigate to Reporting & Data > Reports
- Click Create report and select Custom Report Builder
- Select Meetings as your data source
- Choose the metrics you want to analyze, such as:
- Meeting counts by team member
- Meeting duration trends
- Meeting outcomes (completed, no-show, rescheduled)
- Conversion rates from meetings to deals
Custom reports allow you to track specific aspects of your meeting strategy and identify opportunities for improvement.
Using meeting outcomes for pipeline analysis
To gain deeper insights into how meetings impact your sales process:
- After completing a meeting, update its outcome (completed, no-show, rescheduled)
- Create reports that correlate meeting outcomes with deal progression
- Analyze which meeting types most frequently lead to successful deals
- Identify patterns in no-shows or reschedules to address potential issues
This approach helps you understand which meeting strategies are most effective for moving prospects through your pipeline.
Can chatbots book meetings in HubSpot?
Yes, HubSpot's chatbot functionality can be configured to book meetings directly through your scheduling pages. This creates a powerful automated booking system that can engage website visitors 24/7 and convert them into scheduled appointments without human intervention.
Setting up chatbots for meeting scheduling
To configure a chatbot for meeting booking (requires Service Hub Professional or Enterprise, or Marketing Hub Professional or Enterprise):
- Navigate to Conversations > Chatflows
- Create a new chatflow or edit an existing one
- Add a Bot action that offers to schedule a meeting
- Select the appropriate scheduling page to use
- Configure the conversation flow and trigger conditions
When properly set up, the chatbot can qualify leads through conversation and then offer to schedule a meeting with the appropriate team member based on the prospect's responses.
Strategic applications for meeting chatbots
Consider these use cases for meeting-enabled chatbots:
- After-hours lead capture: Convert website visitors outside business hours into scheduled appointments
- Qualification and routing: Ask qualifying questions before directing prospects to specialized team members
- High-intent page targeting: Deploy on pricing or demo request pages to immediately convert interest into meetings
- Support escalation: Transfer complex support inquiries to scheduled calls with customer success teams
This automation layer adds efficiency to your booking process while ensuring leads are captured even when your team is unavailable.
HubSpot meeting scheduler API capabilities
For organizations with advanced technical requirements, HubSpot offers API access to the meetings functionality. This enables custom integrations and applications that leverage the scheduling system.
The HubSpot meeting scheduler API allows developers to:
- Create and manage scheduling pages programmatically
- Access availability data for team members
- Book appointments through custom interfaces
- Retrieve meeting analytics and performance data
These capabilities support scenarios like:
- Custom booking experiences embedded in mobile apps
- Specialized scheduling workflows for unique business processes
- Integration with industry-specific software
- Advanced reporting and analytics systems
While API implementation requires development resources, it provides the flexibility to create tailored scheduling experiences beyond what's available in the standard interface.
Pros and cons of the HubSpot meeting scheduler
After thoroughly exploring the HubSpot meeting scheduling tool, here's an objective assessment of its strengths and limitations:
Pros
- CRM integration: The seamless connection with HubSpot's CRM automatically captures prospect information and tracks meeting history.
- Elimination of scheduling friction: The self-service booking process removes the inefficient back-and-forth of traditional scheduling.
- Calendar synchronization: Two-way sync with Google Calendar and Office 365 prevents double-booking and maintains up-to-date availability.
- Team scheduling options: Group and round robin features efficiently manage meetings across teams (in paid tiers).
- Video conferencing integration: Native connections with Zoom, Microsoft Teams, and other platforms streamline virtual meetings.
- Automated workflows: Confirmation emails, reminders, and follow-ups reduce no-shows and improve the meeting experience.
- Meeting analytics: Performance tracking helps optimize scheduling strategies and improve conversion rates.
- Free tier availability: Basic functionality is accessible without a paid subscription, making it accessible for small businesses.
Cons
- Advanced features require paid tiers: Team scheduling, multiple meeting types, and custom branding are only available in paid subscriptions.
- Limited customization in free tier: The free version restricts form fields and branding options.
- Learning curve for advanced setup: Configuring optimal buffer times, availability windows, and team scheduling requires time investment.
- Calendar dependency: Without a connected calendar, the tool operates in "offline mode" with limited functionality.
- Potential for meeting overload: Without careful management of availability and buffer settings, the tool can lead to calendar congestion.
- Basic reporting in lower tiers: Detailed analytics require Professional or Enterprise subscriptions.
- Occasional syncing delays: Some users report brief delays in calendar synchronization after meetings are booked.
- Reliance on HubSpot ecosystem: Maximum value requires adoption of broader HubSpot tools.
Is the HubSpot meeting scheduler the right choice for your business?
The HubSpot meeting scheduler offers significant advantages for businesses already using or considering the HubSpot ecosystem. Its seamless CRM integration, calendar synchronization, and automated workflows create an efficient scheduling process that eliminates manual coordination efforts.
For small businesses or individual users, the free tier provides substantial value with its basic scheduling capabilities. As organizations grow, the advanced features in paid tiers—such as team scheduling, round robin distribution, and custom branding—become increasingly valuable for managing complex booking scenarios.
The tool is particularly well-suited for sales teams, where efficient meeting coordination directly impacts revenue generation. By removing scheduling friction, sales representatives can focus more on preparation and relationship building rather than administrative coordination.
However, businesses with specialized scheduling needs or those deeply invested in other CRM platforms might find alternative solutions more appropriate. The tool's greatest value comes from its integration within the broader HubSpot environment—if you're not using other HubSpot products, you may not realize its full potential.
Ultimately, the HubSpot meeting scheduler stands out for organizations seeking to streamline their appointment booking process while maintaining a unified view of customer interactions. By automating the scheduling workflow, it helps businesses convert more prospects into meaningful conversations—a critical capability in today's competitive landscape.
For companies already using HubSpot's CRM or considering adoption of the platform, the meeting scheduler provides an efficient, professional solution to the perennial challenge of coordinating conversations with prospects and customers.
Want to make it better? Use Zeeg and integrate it with HubSpot or another CRM
While HubSpot's meeting scheduler offers robust functionality, particularly for businesses already invested in the HubSpot ecosystem, Zeeg provides an alternative worth considering for companies seeking a dedicated scheduling solution with advanced features at a more accessible price point.
Zeeg is a complete appointment scheduling platform that offers powerful features that include:
- Fully customizable booking pages, ajustable to your brand
- Team scheduling capabilities (collective meetings, round robin scheduling, routing forms to distribute meetings)
- Integration with major calendar apps, including Apple/iCould Calendar (+ Google Calendar, Micrsoft/Outlook calendars)
- Video conferencing platforms (like Zoom, Microsoft Teams
- There is a free version that you keep forever, and it has two scheduling pages (types of meetings)
- If you want more features, prices are low, as they begin at just $10/€10 per user/month. All paid plans have 14 day trial
- Besides end-to-end encryption, you get full GDPR compliance, which is especially important if you have operations or deal within the EEA region
Why connect Zeeg to Hubspot?
For businesses that use HubSpot CRM but find HubSpot's meeting scheduler pricing prohibitive, Zeeg offers a valuable integration solution. This integration creates a bridge between Zeeg's affordable and feature-rich scheduling platform and HubSpot's powerful CRM capabilities.
With Zeeg's HubSpot integration, you can:
- Create customizable booking pages at a fraction of the cost of HubSpot's paid tiers
- Take advantage of Apple Calendar integration (not available in HubSpot)
- Benefit from European data hosting with full GDPR compliance
- Automatically create and update HubSpot contact records when meetings are booked
- Have meetings appear as activities in the HubSpot CRM
- Transfer custom question responses to HubSpot contact properties
Sources (from knowledge.hubspot.com):
