Outlook Integration versus something else

EWallis — Mon, 08 Jul 2024 11:28:36 GMT

So I'm a new user to Hubspot and i am looking to replace my custom built appointment booking system with a hybrid of Hubspot Meetings and potentially Outlook but I'm not sure i can achieve what i want to this way.

So we have agents split into 3 regions that do face to face apppointments. The driving distance between appointments is variable so i can't set accurate buffer times as standard.

What they are looking for is a calendar that the appointment setters can view (1 per region) that shows all agents within that region and their availability.

They want to be able to view these caledars by day week and month if at all possible and then manually select a meeting time based on their knowledge of where the new appointment is to be held and who is available.

Round Robin doesn't work as distance is key and agents also have personal appointments thats can be moved if necessary within their 365 outlook calendars.

Historically when our existing system has been down we have utilised Group calendars within outlook for this purpose but i'm being told that there were limitations on what we could see in views. seemed to be lim ited to 5 days and 5 agents.

I'm not completely wed to Outlook as a solution.

can anyone suggest anything that would work?

Licence wise we will be on Sales Professional.

Thanks xxx

Re: Outlook Integration versus something else

sam_baybrad — Mon, 08 Jul 2024 17:17:06 GMT

Hi! @EWallis Have you thought of using a middleware solution like Make or Hightouch in combination with a database tool to view these?

You could set this up in a way to get the comprehensive view you are looking for

To address your requirement for a calendar system that allows appointment setters to view the availability of agents within specific regions, here are a few suggestions and considerations that might help you achieve your goal using HubSpot, potentially in combination with other tools:

HubSpot Meetings Tool
HubSpot Meetings can integrate with your Outlook calendar, ensuring that personal appointments and availability are synced. However, it may not provide the comprehensive view you need for managing multiple agents across regions.

Options to Consider:
1. HubSpot Custom Object & Reporting:
Custom Objects: Use HubSpot’s Custom Objects to create a custom object for “Agent Availability.” This can include fields for agent names, regions, and time slots.
Reporting: Utilize HubSpot’s reporting and dashboard capabilities to create a calendar-like view. This might require some customization but can give you a consolidated view of availability.
2. Google Calendar Integration:
Shared Calendars: If you consider switching to Google Calendar, you can create shared calendars for each region. Google Calendar offers robust sharing and viewing options.
Buffer Times: While buffer times can’t be dynamically set based on driving distance, appointment setters can manually manage this using their knowledge of travel times.
3. Third-Party Tools:
Calendly: Integrates well with both HubSpot and Outlook/Google Calendars. Calendly allows for custom buffer times and can show availability based on multiple calendars.
Acuity Scheduling: Another powerful scheduling tool that integrates with multiple calendar systems and offers comprehensive viewing options.
4. Microsoft Bookings:
Group Bookings: If you prefer to stick with the Microsoft ecosystem, consider using Microsoft Bookings. It integrates with Outlook and offers group booking features, allowing you to set up regional calendars.
Implementation Steps:
Integrate Outlook with HubSpot: Ensure that your agents’ Outlook calendars are integrated with HubSpot Meetings.
Create Shared Calendars: Set up shared calendars within Outlook or Google Calendar for each region.
Choose a Scheduling Tool: Evaluate tools like Calendly or Acuity Scheduling for additional functionality.
Set Up Viewing Permissions: Ensure that appointment setters have the correct permissions to view and edit the necessary calendars.
Customization: Consider any necessary customizations within HubSpot to better manage agent availability and scheduling.
Potential Workflow:
Integration: Agents’ Outlook calendars are integrated with HubSpot.
Shared Calendars: Appointment setters view shared calendars for their respective regions.
Manual Scheduling: Appointment setters manually schedule appointments based on availability and driving distances.
Buffer Management: Appointment setters manually adjust buffer times based on their knowledge of travel distances.
This combination should provide a more flexible and integrated solution, allowing you to manage appointments effectively while considering the variable driving distances and personal appointments of your agents.

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Outlook Integration versus something else

Re: Outlook Integration versus something else