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How to book customer meetings quickly with Hubspot

Posted on 19th November 2018

Trying to book meetings with customers can be a pain. The constant back and forth of emails trying to find times that you both can do, all whilst wasting precious work time. But there is a light at the end of the tunnel...

There are a number of meeting systems you can use to make life easier.

We use Hubspot to schedule all of our meetings, as we already have a paid account.

Their meeting system is a free feature, all you have to do is sign up and you are good to go. In this Blog/YouTube video we discuss step by step how to use Hubspot for scheduling meetings. 


First thing first, open up the Hubspot site. You will need to set up your email integration by going to settings, integrations and then email integrations. Follow the instruction and connect up your Office 365 account, or your Gmail account, whichever email account you use.

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Next step, click on the sales menu and then onto meetings.

We have several meeting styles already set up.

We have one set up for meetings at our customer offices, meetings at our offices, phone calls and interviews. To create a meeting click the new meeting link. You will get an option of personal or team. In this case, we will be creating a personal meeting for a meeting with Pete.

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You can personalise your meeting by adding your own photo and meeting name. If you go down to duration, you can set a default time for how long you want your meetings to be. You can have multiple durations for your customer to choose from. For example, they can have a choice of a 1-hour slot or a 2-hour slot.

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Click next and fill in the required information. You have the option to send reminders and can choose how long before the meeting you will receive them e.g. 1 hour before or 1 day before. The advance settings give more options on how the customer can book in your calendar appointment. You can set it that the customer has to give you a minimum of a day’s notice before the meeting. You can also select to have a buffer time between meetings. These can be set to ensure you have enough time in-between meetings to prepare, either that is driving between destinations or to stop any overlapping that may occur if meetings overrun.

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Once you have filled out the desired information, click next to continue. At this stage you can now choose your times of availability. You can set times that cover your entire shift, or you can break the slots up (9am-12pm to 1pm-5pm). When you are happy with the slots you have created, you can copy the slots and choose what days you would like these on.


You may want to add your own questions in to suit the type of meeting you are having. For example, you may want to set up a conference call, so you need their phone number. You can add questions like ‘what number shall I call?’ 


Click on save changes and it will pop up your meeting link. You can now paste the link wherever you need to, emails, your website or any other platforms that it is required.


Finally, this is what your customers will see when booking a meeting. It's simple and easy to use. 

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Since using HubSpot, we wouldn't book meetings any other way. It's a quick, simple and is completely stress free. Its like having a your own personal assistant. We recommend using a scheduling system to absolutely everyone. trust us, you won't regret it. Click here to head over to our YouTube page.

We have plenty of more useful tips, plus many more to come. Whilst you're there, don't forget to like and subscribe so you don't miss out on our next video.