HubSpot Meetings Sucked Until We Discovered This


Chief HubSpot Consultant at MFrankJohnson.com and author of the Perfecting HubSpot Series, Frank contributes daily at Community.HubSpot.com where he's been voted #1 HubSpot Solutions Author in the USA. As a lifelong learner and college educator, Frank builds powerful HubSpot Marketing automation solutions for HubSpot Enterprise and HubSpot Pro users, and publishes a wide range of inbound content for the freelance HubSpot consultant community.
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HubSpot Meetings LeaderboardWe used to be disappointed by the HubSpot Meeting tool's inability to show different available time slots to different audiences. This was particularly frustrating when we needed to temporarily adjust availability as we attended events -- e.g., trade shows, training, INBOUND, you name it.

Admittedly, your HubSpot Meetings use case may be a little different than ours. But, we think you'll put this solution to use right away.

Multiple HubSpot Meeting Links

Occasionally, when at events, we need to limit access to our public-facing meeting calendar. While that's all fine and dandy for the general public, clients typically still want access to us during those same timeframes (if possible).

We for solve this by using two (2) HubSpot Meeting links and activating 'Custom Availability' on our public-facing calendar when we're not available.

Our clients love knowing they have priority access to us. Yours will too!

A Regular Meeting Calendar Use Case

Let's first take a look at a regular meeting calendar setup using two separate HubSpot meeting links. This is where we first see the different calendar availability each link provides.

The available date differences jump out at us immediately. However, a closer look also shows different meeting times and meeting lengths for each calendar. Nice!
- see image -- Regular public-facing calendar vs client-facing calendar

Regular public-facing calendar vs client-facing calendar
Regular public-facing calendar vs client-facing calendar

Using one HubSpot meeting link for the general public and one for clients allows us to effectively manage our time at a premium. You know, those days when you only have time to deal with existing client work.

Yeah, we know ... prospect meetings are important. But client meetings come first!

A Special Meeting Calendar Use Case

Next, let's take a look at a special meeting calendar setup (again, using the same two HubSpot meeting links). This time we'll see the different calendar availability on our public-facing calendar after we activate 'custom availability'.

Again, the available date differences jump out at us immediately. However, this time (because of our two separate HubSpot meeting links), our public-facing calendar availability changes dramatically while our 'Client Only' calendar availability isn't disturbed at all. Again, nice!
- see image -- 'Special Case' public-facing calendar vs client-facing calendar

'Special Case' public-facing calendar vs client-facing calendar
'Special Case' public-facing calendar vs client-facing calendar

Yes, prospect meetings are important. But client meetings come first!

Custom Availability

We give clients priority access to our calendars by using 'client-only' HubSpot meeting links. Baking this prioritization into our client engagement roadmap is more work, but clients love knowing they have priority access to us even while we remain active in the HubSpot Community.

AND, it demonstrates advanced HubSpot meeting link use/functionality many HubSpot users aren't familiar with.

The calendar images above show ...

  1. A comparison between our 'regular' public-facing meeting calendar and our client-facing meeting calendar.
  2. A comparison between our 'special case' public-facing meeting calendar and our client-facing meeting calendar.

In both cases, clients have the same priority access they've grown to expect. However, the 'special case' general public calendar excludes meetings during the week of 17-June.

We accomplish this 'special case' limited availability by activating the HubSpot 'Custom Availability' feature on our public-facing HubSpot Meeting link.
- see image

HubSpot Meeting Custom Availability Settings
HubSpot Meeting Custom Availability Settings

To Wrap Up

The HubSpot Meetings tool isn't a full-fledged meeting booking solution. However, when combined with all available functionality and strong Google calendar management, a meeting-ninja level of calendar mastery can be attained.

We're happy now. And you should be too! :)

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Chief HubSpot Consultant at MFrankJohnson.com and author of the Perfecting HubSpot Series,...