Schedule Meetings in HubSpot CRM

The Hubspot CRM meetings tool allows you to schedule meetings with contacts to eliminate the time-consuming back and forth usually required otherwise. For instance, if you want to set up a first meeting with a contact, you can insert an automatic link into your invitation email with the meeting invitation. Your contact will see only those dates and time ranges within which (s)he can book a starting time. The times will even appear in your contact's time zone (ie the current location of your contact's computer). Furthermore, if you connect your CRM with a calendar like Google calendar or Outlook 365, it can also consider other prior engagements to prevent double booking. The contact’s booked meeting time will be automatically logged not only in your CRM but also your connected calendar(s) like Google calendar. Finally, if you set it accordingly, the CRM tool will even send reminders to each attendee.

HubSpot CRM also allows you to include a pre-meeting ‘lead qualification’ form. This facility is possible even for the free version of the HubSpot CRM. However, the free version allows you to create only 1 type of meeting. Consider using the first meeting to rank your leads into tiers. For instance, tier 1 will be the most potentially valuable clients while tier 3 clients are potentially least valuable.

Step 1: Connect your HubSpot with Google calendar

• Sales
• Tools
• Meetings. 
• You should get a prompt requesting that you connect with your calendar (like a conference line, Google or Outlook calendar). 
• Follow the instructions

Step 2: Set up the details of the meeting

• Make the following selections within your HubSpot CRM
• Sales (from top menu)
• Meetings
• Create meeting
• Edit

• In ‘Details’
• Upload your logo or head shot
• Enter a ‘meeting headline’ like ‘Your Solar System Needs'.
• Enter the ‘meeting name’. The default usually specifies the time duration (like '15 min meeting'). I usually qualify with something like ‘15-min intro meeting’.
• Duration.
• Save
• In ‘Configure’
• Enter the ‘location’ as a link for a live chat page, Google maps, etc
• In‘Invite subject’, enter the email’s subject line. I like to personalize the message by inserting the contact’s first name as follows. By clicking the ‘contact token’ dropdown menu, you can select the first name (and or a few other fields). Keep the messaging as short as possible, especially considering that the word ‘invitation:’ will precede your subject line.

Use the ‘description’ field for a short description, agenda of the meeting and or instructions for attending (like the need to click a given link at the time of the meeting)..

• In ‘Availability’
• Set a time zone. Regardless of the time zone you select for this meeting’s time range, HubSpot CRM will automatically convert the time range according to each invitee’s local time zone. CKED. However, when you receive email confirmations, the Gmail inbox email confirmations may use the meeting’s pre-set time zone, and NOT that of your current location while the HubSpot CRM will use your local time. Avoid confusion by setting the meeting time to you current time zone.  
• To adjust the time range, you will need to drag the edge of the bars that cover the bars on the time graph.
• In ‘Form Questions’
• This section can be adjusted only for paid versions of HubSpot CRM
• Adjust your qualifying questions. 

Step 3: Invite leads to schedule a meeting

You can invite leads to schedule meetings in multiple ways; 1) send an email link 2) insert the hyperlink onto a webpage or contact form and or 3) embed the form into a webpage. NB the embedding option is available for only the paid version.

Make the following selections

• Sales
• Meetings
• In ‘Actions’, select as follows
• ‘Copy link’ to insert the hyperlink onto a webpage, contact form or into an email (via manually pasting the link).
• ‘embed’ to embed the form onto a webpage

To send an email invitation (without having to copy and paste) the link

In Gmail, click ‘compose’ to create an email

Click ‘Meetings’ link (that appears in an embedded menu bar as pictured below)

CONTENT RELATED TO SCHEDULING MEETINGS IN HUBSPOT CRM

• Leads VS prospects. Scheduling meetings with leads can help you to qualify them as noteworthy prospects.
• As an option, schedule meetings using Calendry.