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HubSpot Meetings Setup Guide

HubSpot-Meetings-Link

HubSpot Meetings is an appointment setting tool that integrates directly with your Google Calendar or Office 365 Calendar. Instead of the hassle of the back-and-forth of scheduling tags, the meetings tool makes it convenient for everyone, allowing people to schedule time directly to your calendar when both of you are available.

… And guess what – you can use it for FREE!

 From start to finish, you should be able to set up your meeting tool in 15 minutes or less!

Setting Up HubSpot Meetings with Google Calendar

  1. In HubSpot, find the "Meetings Scheduler" link under the main navigation item "Sales"
  2. Click "Connect your Google calendar"
  3. Read and accept the terms of use
  4. You'll be taken to your Google login screen – choose the appropriate account, and click the "Allow" button
  5. Proceed to general settings

Setting Up HubSpot Meetings with Office 365 Calendar

  1. In HubSpot, find the "Meetings Scheduler" link under the main navigation item "Sales"
  2. Click "Connect your Office 365 Calendar"
  3. Read and accept the terms of use
  4. You'll be taken to your Office 365 screen, choose the appropriate account, and finish logging into your 365 account
  5. Proceed to general settings

HubSpot Meetings General Settings

1. Set your default availability (Keep in mind that events/appointments scheduled on your Google Calendar or Office 365 Calendar will supersede your default availability on your HubSpot meetings tool)
Tip: Set the first day and use the copy function to copy to the other days of the week as it fits for you 

2. Set your required form fields – you're limited if you are using the Sales Free tier
Tip: You can ask for explicit consent for GDPR – if you choose to do this, simply click the toggle switch 

3. Book a test meeting so you can see functionality and make sure it works

Technically, it's ready to use, but the following are recommended items to make it function better for you: 

1. On the Meetings screen, click to edit your meeting details (title and meeting name) and update to something relevant
Screenshot 2026-07-29 101941

2. Add a photo of yourself (or your company logo) so the person can put a face to the name

3. Change your default duration options. By default you will see 15 mins, 30 mins, 1 hour. You can keep 3 options and adjust accordingly, or reduce the options.
Screenshot 2026-07-29 101846

4. Add a default location for where the meeting will take place
Examples: Conference call, in-person, Contact name to call Your Name
Tip: Use contact tokens from the form fields to keep it relevant 
 
5. Create a default invite subject – this will be sent to the person scheduling in the invite and will show on their calendar 
Tip: Use contact tokens from the form fields to keep it relevant 

6. Enter an invite description. This is where you will want to include any relevant information for the meeting, such as conference call details, phone number, etc.
 
7. Select your default language, date, and number format
 
8. Optional but recommended: (choose to send reminder emails, which are sent to the person who booked the meeting at your chosen schedule times)

Tips: You can add multiple reminders and choose from a set number of minutes, hours, days, and weeks. You can also set your email reminders based on your preferences.

Screenshot 2026-07-29 101746

9. Use the advanced settings to set minimum notice times and buffer times. If you need time to prepare for a meeting, set your minimum notice time accordingly.  If you don't want too many meetings back to back or need preparation time, set your buffer times accordingly
Tip: If you set your buffer time to 15 minutes and you have something in your calendar from noon to 1 pm, people will not be able to book a meeting that runs past 11:45 am or before 1:15 pm
 
10. Set how far in advance someone is able to book. Use whatever is best for you, but I usually keep this to a few weeks because it's difficult to know what else might pop up several weeks away.
Tip: You can keep things moving more quickly if you urge people to book meetings sooner rather than later 
Screenshot 2026-07-29 101825
 
11. Now your meeting tool is ready to use!

Bonus Tips for HubSpot Meetings Tool

Once you have your meeting scheduler set, there are a few additional changes you can make:

1. Add your meeting link to your email signature so it's easily accessible
2. Add your meeting link to your website in applicable locations
3. Encourage leadership and management to create meeting links

This way, you can help improve the overall scheduling experience of your and your team’s workflows. These quick wins can make a major difference in moving leads along the sales pipeline! 

Benefits of Upgrading Your HubSpot Tier for Meetings

Upgrading your HubSpot tier is a simple way to streamline the above process (along with many other benefits). By upgrading to HubSpot Sales Starter or HubSpot Sales Pro, you’ll be able to perform the following:

  • Add the ability to create multiple meeting links
      • For example, create a meeting link for current clients that gives different options than those for prospects
  • Access team meeting links (for everyone using Sales Starter or Pro)
      • Group Availability – everyone on the team needs to be available
      • Round Robin – Allow the person booking the meeting to choose the time that is best for them and align appropriately with a team member who is available at that time
  • You can add additional fields to the booking form
  • HubSpot branding will be removed from the Meetings tool

Note: HubSpot Sales Starter starts at $20/mo/seat, HubSpot Sales Professional starts at $100/mo/seat, and HubSpot Sales Enterprise starts at $150/mo/seat

Your Meetings Are Waiting for You

While we could tell you how useful the HubSpot Meetings Scheduler tool is, we recommend you try it for yourself. Still have questions or need some help? Let's talk. Contact us by clicking the button below.

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