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Let’s create a meeting scheduler within HubSpot CRM.
If you are completely unaware of HubSpot CRM, we advise watching this beginner’s tutorialfirst.
Assuming you are a beginner and don’t have an account yet, head over to thislinkand create one.
In this section, we will customize the default scheduling page using the best appointment scheduling software for small businesses.
Click ‘Edit’ next to the default scheduling page.
Add an internal name for your meeting page. This is what you will see in your meetings dashboard.
Under ‘Organizer’, you’ll need to enter the email address of the person responsible for these scheduled events.
Enter the title, which for this tutorial is going to be ‘Strategy Session’
Add the meeting’s location. For remote meetings, you can just enter Zoom, Google Meet, or any other web conferencing software. For physical meetings, you can just add “To be arranged” if the venue hasn’t been decided yet.
Next, write a description of the meeting. Use the given formatting options to customize the description
Include a cancel and reschedule link if you want by clicking on the toggle
Hit ‘Save’
Click on ‘Scheduling’ below ‘Overview’ on the left-hand side
Add a title. For this HubSpot meeting scheduler tutorial, it’s going to be – ‘Strategy Session with Stewart’
Below ‘Title’, you can set different time durations for the meeting. We will set an hour-long meeting duration for this tutorial.
Choose an appropriate time zone
Select the availability window, which means you need to pick weekday(s), start time, and end time of the meeting
Under ‘Additional Settings’, choose an image. It can be an organizeravatar, company avatar, or a custom image
Under ‘when a meeting can be scheduled’, choose ‘over a period of rolling weeks’
Next, pick a minimum notice time. It’s the minimum time offered to book a meeting. For this HubSpot meeting scheduler tutorial, we’ll select ‘1 hour’.
Choose a buffer time (padding around meetings individuals cannot be booked for). We’ll set it at 15 minutes.
From the drop-down, pick the start time increment as 15 minutes.
Under ‘Booking page language’, keep ‘Use visitor’s browser settings’ selected.
Next, choose a date and time format. Through this HubSpot meeting tool, we’ll pick ‘Use visitor’s browser settings’ from the options.
Hit ‘Save’
Next to the ‘Schedule’ tab, we have ‘Form’. Tap on it and follow the instructions below:
Notice the fields (refer to the screengrab): First Name, Last Name, Email. Meeting attendees will need to fill in these details.
Turn on the spam prevention option
Turn on the privacy and consent option (GDPR). This will allow you to add consent checkboxes to the free booking form.
Under ‘Additional settings’, turn on the ‘Pre-populate fields with known values’ toggle.
Hit ‘Save’
Below ‘Scheduling’, we have ‘Automation’ on the left.
In the ‘Automation’ section, we have ‘Confirmation email’
Turn it on to automatically send a confirmation email after attendees schedule a meeting
Click on ‘Send test email’ to check what the email would look like
Turn on ‘Pre-meeting reminder’ to remind the attendees about the meeting.
Under ‘Pre-meeting reminder’, choose the time when you want to remind the attendees
Check the box that says “Include the Invite Description in reminder email body”
Hit ‘Save’
The customization of your free booking form is now complete.
Click on the meeting link (refer to the screengrab)
Notice what the scheduling form looks like to the user.
The attendee can select the available dates and times.
Back on the Meetings dashboard, you can also select ‘Copy link’ and share the meeting link with your contacts.
You can share it via email, social media, or include it as a button on your website/Facebook page.
That wraps up our HubSpot meeting scheduler tutorial for beginners.
HubSpot Meeting Scheduler Tutorial
By learning how to book meetings online using the HubSpot meeting scheduler, you can not only streamline the process but also save a great amount of time that is otherwise wasted on back-and-forth emails.
Through this tutorial, you can leverage the HubSpotfree appointment & meeting scheduler, at least the features available for free.
For advanced features, however, consider upgrading your plan.
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