topic Re: Hubspot Meetings don't seem to consider availability correctly in Sales Hub Tools

Hubspot Meetings don't seem to consider availability correctly

DylanR — Thu, 07 Feb 2019 19:21:04 GMT

I'm hoping to find out if I'm misunderstanding or failing to use this feature properly. What we are wanting is a single meeting link that will assign a booked meeting to an agent based on their own availability.

Currently it seems like the team meeting link only goes so far as to consider an agents overall availability, but we want to be able to set each agents availability for certain tims. For instance one agent available until noon (local time), and one agent available afternoon.

Last time I looked into this it seemed like the only way we could make this work was to create large blocks of unavailability for reach agent, but this is not very practical. The preferable solution would be to simply create an availability block in the meeting set up, and assign which agents are available then.
Otherwise the entire meeting feature is a bit useless to us.

Re: Hubspot Meetings don't seem to consider availability correctly

MFrankJohnson — Mon, 10 Aug 2020 21:10:08 GMT

No quick answer here. Requires meticulous setup and testing before production. AND, any change to an individual team member's calendar(s) will impact all future availability on the Team Meeting link. (important)

HubSpot Team Meetings functionality basically offers two choices.

-1- Group Availability -- HubSpot will offer meeting slots based on collective availability of Team members in the group.

[Think of this as a logical AND for all team members in the group.]

Example:

If Annie and Bob are members of the group for this Team Meeting link, HubSpot will only offer time slots when both Annie AND Bob are available according to all of their HubSpot integrated calendars.

-2- Round Robin -- HubSpot will offer meeting slots based on individual availability of Team members in the group.

[Think of this as a logical OR for all team members in the group.]

Example:

If Annie and Bob are members of the group for this Team Meeting link, HubSpot will offer time slots when either Annie OR Bob are available according to all of their HubSpot integrated calendars.

Note: each HubSpot user in the group must be using a HubSpot Sales/Service Starter, Pro, or Enterprise seat in order for the Team Meeting link to incorporate their individual availability.

- see noticeHubSpot Team Meeting Links

It sounds like Round Robin may work for your use case. However, and this is critical, members of the round robin group are given different priority based on their paid vs non-paid HubSpot user status. Additionally, meeting booking priority is also given to the Contact Owner (if assigned and available).

- see Create a team meetings link

Re: Hubspot Meetings don't seem to consider availability correctly

naomi_sked — Mon, 25 Feb 2019 17:57:24 GMT

I would love to see this functionality improved. We also use a shared link across multiple contact owners and timezones and have to now block all busy times on our calendars vs. setting a standard availability. If we could set our own availability in the one meeting link I'd be very pleased with this feature.

Happy to discuss further!

Re: Hubspot Meetings don't seem to consider availability correctly

mollymetzger — Mon, 09 Mar 2020 15:01:01 GMT

I agree. Some of our team members have different availbility, or they are located in different time zones.

I wish the round-robin booking could consider each person's individual availbility. They all have personal meetings links set up — perhaps we could mirror their individual availbility on the team meeting.

Re: Hubspot Meetings don't seem to consider availability correctly

meraftery — Mon, 10 May 2021 14:44:08 GMT

Any new updates on this issue? We have a round-robin set up and it's ignoring the individual's availability.

Re: Hubspot Meetings don't seem to consider availability correctly

PHalverson4 — Fri, 21 Jun 2024 18:27:29 GMT

Is there not a way to remove the availability of one of the team members in a group meeting link?

The situation I have is that I am wanting to create a meeting link with me and another team memeber. This will alert both of us whenever a meeting is booked, and we will both be able to view the meeting.

However, I am not needed on these meetings, and my calendar shouldn't effect the booking process for our clients. So if the team memeber on the group meeting link is available at noon, but I have a meeting, I want our clients to still be able to book at noon.

When I go to create a group meeting link. I see that the availability toggle is there, but it is also stuck in the "on" position.

Any Idea on how I can adjust this?