Creating a Meeting in HubSpot

Step 1

Connect your Outlook calendar first

HubSpot needs your calendar before it can check your availability or put the appointment on your calendar.

Click the settings icon, then open General → Calendar. Click Connect your Calendar, select Office 365, then Connect your calendar. Read the disclosure, click Accept and connect, sign in to the Microsoft account you actually use for work, review the permissions and confirm.

Personal email access must be turned on for your account, and it has to be an individual work account — an inbox connected as a shared inbox in the conversations tool cannot also be connected to the meetings tool this way. Connecting the calendar also connects its inbox for email tracking; you can disconnect the inbox afterwards if you only want the calendar.

While you are in settings → General → Calendar, confirm Calendar Sync is selected. With sync on, a meeting you create in HubSpot sends a calendar invitation. With sync off, HubSpot saves the meeting on the record but does not create a calendar event for the buyer.

Dream Finders uses Microsoft 365 Outlook. A plain Exchange connection behaves differently — meetings created in the CRM are not added to Exchange calendars and cancelling or rescheduling is restricted — so use the Office 365 option, not Exchange.

Step 2

Book the meeting from the buyer's record

Open CRM → Contacts (click More first if your navigation shows it), then click the contact's name. In the left panel, click Meeting. A meeting dialog opens showing your connected calendar.

Enter the meeting title, start date, start time and end time — or pick a date in the calendar shown. Use Attendees to add the buyer, other contacts and colleagues.

Check Associated with so the appointment is linked to the right contact, company and deal. Then click Save.

Set the start and end time here. The record dialog does not have the Duration dropdown you see when building a scheduling page.

Step 3

Say where it happens and what the buyer sees

Location decides the format: choose In-person and enter the address, Phone call and enter the number, or Custom for anything else. A video link from Google Meet or Zoom appears under the documented integration conditions.

The Attendee description is what the buyer reads in the invitation — the agenda. Anything you want to keep to yourself goes in + Add Internal Notes; contact attendees never see it in their invitation.

You can add up to three reminder emails with + Add reminder. Contacts need a valid Email property to receive the invitation.

• Meeting type only appears when your account has customized call and meeting types switched on. In-person, Phone call and video are Location choices, not meeting types.
• A phone appointment booked through Location → Phone call is still saved as a Meeting — it does not become a Call activity.

Step 4

Or send your scheduling page so the buyer picks the time

A scheduling page shows your open times and books the appointment without back-and-forth. Go to Sales → Meetings Scheduler (click More first where your navigation shows it) and click Create scheduling page. Choose One-on-One (the buyer books with you), Group (a time when everyone selected is free) or Round robin (an available team member takes it).

On Overview set the internal name, organizer, event title, location and description, and add a videoconference link where that option is offered — Microsoft Teams is supported here. Turn on Cancel and reschedule if you want those links in the event description.

On Scheduling set the booking URL and availability, then on the Schedule tab set Duration, Duration options, Your time zone and the availability window. Expand Additional settings for Minimum notice time, Buffer time and Start time increment. On Form, check what the buyer is asked — First Name, Last Name and Email by default, with Allow guests if they can bring someone.

To share it, hover over the meeting name in Sales → Meetings Scheduler and click Copy link. Put that clickable link in an email, your signature, or a website button.

• The booking URL cannot be edited after you create the page, so check the spelling before you save.
• Free-tools and Core-seat users can create one One-on-One page with default HubSpot branding. More pages need an assigned Sales or Service seat; Group and Round robin pages need Sales or Service Hub Starter, Professional or Enterprise, with a qualifying seat for each member. View-Only users cannot create scheduling pages.
• Buyers see available times in their own time zone and can change the time-zone dropdown. Your time zone is what you use to configure your availability.

Without a connected calendar a scheduling page still works, but in offline mode: the buyer can request a time rather than book it straight into your calendar.

Step 5

Check it landed on the record

The appointment saves as a meeting engagement on the record's activity timeline, with you listed as host and organizer, and the buyer receives an invitation with a calendar file they can add to their own calendar.

Open the contact and confirm the meeting appears, the association to the deal or company is right, and the time is the one you meant. If the buyer should see it on a calendar, confirm the calendar event exists in Outlook.

Step 6

Change, cancel and close it out

To move or edit an appointment, open the record, find the meeting on the activity timeline and choose Actions → Edit, then Save. To record how it went, use the Outcome dropdown: Scheduled, Completed, Rescheduled, No show or Canceled.

Changing the Outcome records the result on the CRM record — it does not itself send a calendar update to the buyer. For a change the buyer must see, update the Outlook event, or use the cancel and reschedule links in the invitation when you switched those on for a scheduling page.

Anything you change or delete on the connected Outlook calendar is reflected back in HubSpot, so cancelling the Outlook meeting removes it from the contact timeline. Note that description edits made on the contact record are not sent to Office 365 attendees — edit the calendar event's description for that.

After the meeting, log what you learned and set the next step — a task or the follow-up appointment — so the buyer is never left waiting.

Step 7

Booking from your phone at a show home

In the HubSpot mobile app, open Menu → Contacts → the contact's name → More → Meeting. Enter the title and description, set the start date, start time, end date and end time, then use Check availability to pick a slot and tap Done.

Set the location (Address, Phone number or Custom location), add internal notes, check Associated with, then tap Save → Continue and send.

To see what is coming up, open Home → Upcoming schedule, a card on the Meetings tab, or the meeting activity on a record. The detail page shows the agenda, attendees, location, conference links and associated records; tap the three-dot menu in the top right to edit supported details.

• Video conferencing is not available when you schedule a meeting through the mobile app.
• The instructions for assigning a meeting outcome after scheduling are currently iOS only.