How to set up meeting scheduler on HubSpot

beginner 8 min read Updated 2026-03-18

Quick Answer

HubSpot's meeting scheduler allows you to create booking links that prospects can use to schedule meetings directly on your calendar. You can set up multiple meeting types, define availability windows, and customize booking pages through the Meetings tool in your HubSpot account.

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Prerequisites

Active HubSpot account with Marketing Hub or Sales Hub
Calendar integration (Google Calendar, Outlook, or Office 365)
Administrative or user permissions to create meetings links
Defined meeting types and availability preferences

Step-by-Step Instructions

Access the Meetings Tool

Navigate to your HubSpot account and click on Marketing or Sales in the main navigation. Then select Meetings from the dropdown menu. If this is your first time setting up meetings, you'll see a welcome screen prompting you to create your first meeting link.

The Meetings tool is available in both Marketing Hub and Sales Hub, so you can access it from either section.

Connect Your Calendar

Click Connect calendar and choose your calendar provider (Google Calendar, Outlook, or Office 365). Follow the authentication prompts to grant HubSpot permission to access your calendar. Once connected, HubSpot will automatically sync your existing events to prevent double-bookings.

After connection, go to Settings > Integrations > Connected apps to verify the calendar integration is active.

Make sure you're logged into the correct calendar account before connecting to avoid syncing issues.

Create Your First Meeting Link

Click Create meeting link button. Enter a Meeting name (e.g., "30-minute Sales Demo") and provide a Description that explains what the meeting will cover. Set the Meeting duration using the dropdown menu (15 minutes, 30 minutes, 1 hour, etc.).

Choose the Meeting location - options include Zoom, Microsoft Teams, Google Meet, phone call, or in-person with a custom location.

Use descriptive meeting names that clearly indicate the purpose and duration to set proper expectations.

Configure Availability Settings

In the Availability section, set your available days and hours. Click Add availability window to create multiple time blocks throughout the week. Set Buffer time between meetings (5-15 minutes recommended).

Configure Scheduling restrictions such as minimum notice required (e.g., 2 hours) and how far in advance people can book (e.g., 60 days). You can also set Daily limits to cap the number of meetings per day.

Include buffer time between meetings to avoid back-to-back scheduling and allow for preparation time.

Customize the Booking Page

Click on Booking page tab to customize the appearance. Upload your Profile photo, add a Personal bio, and customize the page colors to match your brand.

In Booking form settings, choose which fields prospects must fill out (name, email, company, phone, etc.). Enable Qualifying questions if you want to gather specific information before the meeting.

Keep required form fields minimal to reduce friction while still gathering essential information.

Set Up Notifications and Reminders

Go to the Notifications tab and configure email confirmations for both you and the prospect. Enable Reminder emails to be sent 24 hours and 1 hour before the meeting.

Customize the email templates by clicking Edit template for each notification type. Include relevant meeting details, preparation instructions, and your contact information.

Test your notification emails by booking a test meeting to ensure all information displays correctly.

Configure Advanced Options

In Advanced options, set up Redirect after booking to send prospects to a thank-you page or additional resources. Enable Create contact records to automatically add new prospects to your HubSpot database.

Set Meeting outcomes if you want to track meeting results, and configure Pipeline and deal settings if meetings should create deals in your sales pipeline.

Use redirect pages to provide additional value like meeting preparation guides or relevant resources.

Publish and Share Your Meeting Link

Click Save and turn on to activate your meeting scheduler. Copy the generated meeting link from the Share section. You can embed the scheduler directly on your website using the provided iframe code, or share the direct link via email, social media, or other channels.

Access your meeting link anytime by going to Meetings > Meeting links in your HubSpot account.

Create multiple meeting types for different purposes (demos, consultations, support calls) to better organize your calendar.

Common Issues & Troubleshooting

Calendar events not syncing properly

Go to Settings > Integrations > Connected apps and reconnect your calendar. Clear your browser cache and ensure you have the correct permissions set in your calendar provider's settings.

Meeting links showing 'No availability' message

Check your availability settings in the meeting configuration. Ensure you have set appropriate time windows and that your buffer time and scheduling restrictions aren't too restrictive. Verify your calendar isn't fully booked during your available hours.

Confirmation emails not being sent

Verify your email notifications are enabled in the Notifications tab of your meeting settings. Check your HubSpot email deliverability settings and ensure the prospect's email address is valid and not marked as a hard bounce.

Double bookings occurring despite calendar sync

Ensure your calendar integration has full read/write permissions. Check if you have multiple calendars and verify HubSpot is monitoring the correct one. Allow 10-15 minutes for calendar sync updates to prevent timing conflicts.

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