Email marketing: what it is and how to implement it

 Create And Edit Schedule Reservation Page Using Meeting Function

 

​​Hubspot How to Creating a Meeting Link

Create a one-to-one meeting scheduling page for your Contacts to schedule meetings. If you are using Sales Hub or Service Hub, you can create a Meeting Scheduling page to allow Contacts to schedule time with multiple team members. Contacts can access their booking page via Meeting Link. If you link Office 365 calendar or Gmail with HubSpot, scheduled meetings are synchronized with the calendar, so you can receive notifications in real-time when a meeting is requested and reflect this meeting on your calendar.

Using Sales Hub or Service Hub Super admins can meeting pages for other team members by selecting other users as meeting organizers (paid users become meeting organizers and have permission to create and edit meeting links)

In HubSpot's free tool, you can customize one meeting booking page by default.

You can create a Meeting Link linked with Google Calendar and Office 365 and share it with your customers/prospects, or anyone can easily schedule a meeting by checking available times.

Create Meeting Link

• Go to Sales > Meetings in your Hubspot account

• When creating a Meeting Link, click Create Meeting Link in the upper right corner

• Select the Meeting option in the dialog:

• One-on-One: Contact only schedules time with the user who creates the reservation page.

• Group ( Sales Hub or Service Hub Starter, Professional or Enterprise only): The Team Meeting Scheduling page shows the time intervals available for all team members to book, and this option allows Contacts to schedule meetings with multiple team members at once. possible

• Round robin ( Sales Hub or Service Hub Starter, Professional or Enterprise only): The team meeting scheduling page shows the individual availability of all selected group members, this option allows  Contact to schedule a meeting with the member who best fits the schedule. Possible

• ** Round robin: As one of the preemptive scheduling designed for the time-sharing system, it is a CPU scheduling algorithm that allocates CPUs in time units in order without prioritizing between processes.

• Click  Next

 

1. Overview Page

On the Overview page, edit the basic information of the Meeting Scheduling page.

• Internal name: The name displayed when the meeting link used to access the meeting reservation page is added to the email

• Organizer: Meeting Owner or user who schedules the meeting

Note: To create a meeting reservation page for other users in your account, you must be a super admin with privileges in Sales Hub or Service Hub, and the user must enable the Meeting tool. To create a meeting scheduling page for other users, select Organizer from the dropdown menu.

• Title: The name of the calendar event shared with the Contact. A personalization token can be inserted in the title of the Contact token or Company token.

• Location: Includes information on how and where to contact meeting attendees. This can be a call-in link, a location, etc., which will appear in Contact's calendar invitations and events created in your default personal calendar.

• Add videoconference link: If you use HubSpot and Zoom, UberConference, or Google Meet, you can add a video meeting link. If you're using another video meeting program or have developers on your team, learn how to use video meeting's extended API.

• Description: When booking a meeting, the description of the meeting is in the calendar invitation received by the Contact. By default, it shows up in events created in your calendar.

• Cancel and reschedule: Include a link to cancel and reschedule in the event description. The person in charge can cancel or amend the date and time if necessary

• Meeting type ( Sales Hub Professional or Enterprise or Service Hub Professional or Enterprise only): Select the Meeting type from the dropdown menu  

​​Hubspot: How to Create a Meeting Link

When finished, click Next

 

2. team members

( Sales Hub or Service Hub Starter, Professional or Enterprise only)

Select the team members to include in the group or round-robin meeting.

• Click Add team member in the top right corner

• Click the dropdown menu Team members in the right panel. After selecting other team members, click Confirm. When a user's calendar is disconnected, a notification is displayed under the name and the checkmark disappears

Note: A team member activates the Meeting tool, goes to the Meeting tool, and clicks Get started. You must use Sales Hub or  Service Hub to add to  Round Robin Meeting. If a user's calendar is not linked, it can still be added to the link, but this may affect the available hours appearing on the scheduling page. Learn more about how to utilize Round Robin Meeting.  

​​Hubspot: How to Create a Meeting Link

• Click Next _

Note: You cannot delete the user who created the round-robin meeting once the booking page is created. However, the user who created the round-robin meeting can delete himself as a team member.

Scheduling experience ( Meeting reservation details)

On the Meeting Scheduling Details page, specify the meeting availability and reservation form. 

• Edit the scheduling page URL at the top as the link your Contact will use to schedule a meeting on your calendar. 

Note: Meeting booking page URLs can only contain alphabetic characters, Hippen, or underscores. Other special characters are not supported and cannot be entered into text fields.

•  For round-robin meeting creation, on the Welcome tab, the contract owner can choose to display it on the meeting reservation page or skip to the Schedule tab if you do not want the contact owner's meeting reservation page to be prioritized.  

• Toggle the Contact's Prioritize Contact owner to display the contact owner's meeting reservation page when a known contact schedules a meeting. Learn more about how this setting affects Meetings. 

• If you turn on the Prioritize prioritization setting, the Contact will display a welcome screen where you can enter your email address before assigning it to the Meeting booking page:

• In the Page title field, enter the text displayed on the splash screen.

• In the Description field, enter the text that asks for the visitor's email address.

• Select the image option in the section to customize the Image displayed on the splash screen.

• Default image: Show the default meeting icon provided by HubSpot

• Company avatar: Company avatar associated with the email domain of the user who created the meeting reservation page is used as HubSpot Insights 

• Custom image: Upload a custom image selected in the file manager. Click on the pencil icon to edit, then select Change photo. Select the image in the right panel

​​Hubspot: How to Create a Meeting Link

• Customizable within the Schedule tab: 

• Title: Enter the name to be displayed on the calendar on the reservation page

• Duration: The time the visitor can book, click + Add duration to add more options

• Time zone: Click Time zone in the dropdown menu  and select an available time zone (country)

• Available times: Use the dropdown menus to set the days and duration of the available time zones, click + Add hours to add hours

​​Hubspot: How to Create a Meeting Link

Note: Available times on the Meeting Scheduling page appear in Contact's time zone settings. For example, if Contact's computer is set to Pacific Time, it will appear that way. After scheduling a meeting according to Contact's calendar settings, determine the date and time of calendar events sent to Contact. 

• For additional custom options, click the Additional settings section to expand

• Image: This image is displayed at the top of the meeting reservation page. Select image option  :

• Organizer's avatar: The user profile and default organizer's avatar are displayed, this option is only available when creating a one-to-one meeting booking page 

• Company avatar: The company avatar associated with the email domain of the user who created the meeting reservation page is displayed, which is used as HubSpot Insights.

• Custom image: After uploading a custom image selected in the file manager, click the pencil icon edit, select Change photo, and then select image in the right panel

• When a meeting can be scheduled: Enter the week in which people can schedule time in the calendar. When creating a meeting reservation page, you can specify a range of reservation dates. Select over rolling weeks or a Custom date range ( only for users using Sales Hub ). After selecting the radio button, select the week or set the time range via the date selection field. The customization period cannot exceed 10 weeks 

• Minimum notice time: Click the dropdown menu to select the minimum time that can be reserved before the meeting.

• Buffer time: Buffer time prevents meetings from being scheduled too closely, and you can select the buffer time between each meeting by clicking the dropdown menu. For example, if there is a meeting from 1:00 pm to 1:30 pm and the buffer time is 30 minutes, the next meeting available time is set to 2:00 pm

• Start time increment: Set the frequency of meeting start time. For example, if a 60-minute meeting is possible between 10 am and 12 pm, and the start time increment is 15 minutes, the potential customer will book a 60-minute reservation at 10 am, 10:15 am, and 10:30 increments. possible

• Booking page language: Select the language to be displayed on the meeting reservation page. Display in English if visitor's browser settings are not detected

• Date and time format: Format the date and time in the same language selected for the reservation page language

​​Hubspot: How to Create a Meeting Link

• When booking a meeting in Form, you can customize the configuration form.

• By default, Contact enters your first name, last name, and email when making a reservation. Additional questions are available if you are a Sales Hub or Service Hub, the user. Additional form fields are included in calendar event invitations and event descriptions.

• To add a simple text field question, click Custom question. After entering the question, click Save. To make the field optional, uncheck Required to the right of the field.

• To add an existing Contact property as a field, click Contact property to add various field types to the form. If you need to create a new property for this field, you can learn how to create a custom property, select Contact property from the drop-down menu, and click  Save. To make the field optional, uncheck Required to the right of the field.

Note: You cannot add a file upload field to a meeting form.

• Click to toggle  CAPTCHA to add a CAPTCHA challenge to your scheduling page to prevent spam submissions.

• If you have GDPR enabled in all meeting booking pages created will default to GDPR ON. The Meeting Scheduling page displays the default privacy and consent text set up in your account, click customize the Privacy and Consent (GDPR) options for this Meeting Scheduling page.

• You can set up Contact's consent to communicate with specific subscription types and choose Consent or Legitimate interest from the dropdown menu in the Custom Marketing Consent panel.

• Consent: After editing the communication consent text, added additional subscription types/checkboxes to allow visitors to consent to the communication of multiple subscription types on the single meeting booking page. After clicking + Add another checkbox, select the consent type and edit the text that will appear next to the checkbox

• Legitimate interest: select the appropriate content from the dropdown menu, click + Add another subscription to add another subscription type, and select Subscription type from the dropdown menu. Then click the dropdown menu to select your subscription type. The default subscription you choose in Meeting is “one-to-one” communication, which is the internal subscription type for your HubSpot account.

• Edit your personal information and consent text on the meeting booking page. Changes to privacy and consent options on individual scheduling pages take precedence over the default text set in your account.

• Click the Preview tab to see how the consent options will be rendered.

• Additional settings can be expanded by clicking on the Additional settings section to assign additional forms to form settings.

• Turn off Pre-populate fields with known values ​​if you don't want the form fields on the booking page to be pre-populated with known information when contacts re-enter your website and fill out. submit mode is off.

• To auto-submit form when all fields are pre-populated, set.

• Sales Hub or Service Hub users can redirect their contacts to a specific website page, landing page, or external page after scheduling a meeting. Click on the Confirmation tab to customize.

• Select Redirect to another page. If you have installed the ad network pixel, this redirect supports tracking of meeting reservations with external networks such as Google and Facebook.

• When selecting a HubSpot page, click the dropdown menu and select page

​​Hubspot: How to Create a Meeting Link

• To redirect to an external page,  click Add external link. Enter the URL in the dialog box, then click Add

• When you are done editing the meeting scheduling options, click Next

 

Automation Page

On the Automation page, you can turn off the automatic reservation confirmation email or add a reminder email to be sent before the meeting.

Note: It is not possible to edit the contents of the confirmation e-mail or notice e-mail.

• By default, a confirmation email is sent when someone schedules a meeting using this scheduling page, or a Confirmation email off to turn this feature off.

• To send a reminder email before the meeting, click the toggle to turn on the Pre-meeting reminder.

• To select the number of weeks, days, hours, or minutes before the meeting an email should be sent, enter the number in the text field, then click the dropdown menu Scheduled reminder email and select a time

​​Hubspot: How to Create a Meeting Link

 

• Up to 3 reminder emails can be added. Click Add reminder to add a reminder email or click the delete icon to delete a reminder.

Note: Notification emails are sent to transactional emails, even if you are not using the transactional email add-on. This does not count towards your email sending limit.

• To include an invitation description in the reminder email, check the Include the Invite Description in the reminder checkbox.

• To preview the email your Contact will receive, click Preview reminder email. The language matches the language selected in the dropdown menu on the booking page

• Click Done

You can schedule a time by sharing a Meeting Link with Contact. Under Type, a One-to-One, Group, or Round Robin label appears next to the Meeting name and the Owner's name is listed under the label.

Note: For round-robin meetings, the notification email is sent from the HubSpot user who scheduled the meeting and the contact, not the HubSpot user who created the meeting reservation page.

Sales Hub or Service Hub users can also specify the company logo, company information, and default color displayed on the Meeting Scheduling page in Account Settings. Changes made here also apply to documentation and quotations. Learn how to edit your company branding for HubSpot's sales tools.

Edit meeting booking page

If you need to change your reservation availability and your reservation experience, you can edit the existing reservations page.  

• Go to Sales > Meetings in your HubSpot account

• If you are a super admin editing another user's meeting reservation page, click Owner in the Owner dropdown menu and select another user.

​​Hubspot: How to Create a Meeting Link

• Click Edit for the meeting name 

• Change the Meeting Scheduling page from the tabs in the left sidebar menu: 

• Overview: Edit the basic information of the meeting reservation page, including title, location, and meeting

• Scheduling: Editing available date and time and form questions

• Automation: After scheduling a meeting, edit the notification email and experience (detailed settings)

Note: You cannot make changes to Meeting Organizer after the scheduling page has been created. To assign a scheduling page to a new owner, you must transfer ownership.

• Click Save

 

Transfer ownership of the meeting booking page

When a team member is away, moves to another team, or leaves the company, a user with Super admin privileges can transfer the meeting reservation page to another owner so Contact can schedule a time. The new owner is using Sales Hub or Service Hub and must have linked calendars. 

Note: When you delete a user from your account, all meeting booking pages for which that user is the Owner is deleted. You must transfer ownership before removing a user from your account.

• In your Hubspot account,  go to Sales > Meetings

• Select the checkboxes next to the meeting you want to send

• Click on Transfer ownership at the top

​​Hubspot: How to Create a Meeting Link

• In the dialog box, click Owner in the dropdown menu, and select a new owner

• Click on Transfer

The owner of an existing meeting booking page can no longer be assigned to a migrated meeting booking page.