topic Re: Meetings - Round Robin problems in Sales Hub Tools

Meetings - Round Robin problems

Derya — Tue, 01 Nov 2022 05:28:29 GMT

Hi,

For our 5 sales reps, we wanted to enable a Round Robin calendar. As a super admin I am responsible for crm and marketing operations, sales reps do their sales operations.

Many companies little and large pretty much work this way. They have their people setting up and enabling things in the CRM, and in our case, that's me trying to configure Sales Hub Pro for our sales team.

Problem 1

It turns out that even to create a round robin meeting page, a paid seat is required. Why would an admin need a paid seat to create one? Round robin is surely supposed to be for paid users but why is an additional seat is required just to create that? The users with paid seats are already listed in the next screen.

Hubspot Support suggests one of the paid seat users do the configuration, but again, why does a sales rep need to know and go through these tasks? it's unnecessary and inefficient for a sales rep to act as an admin.

Trying to get around problem 1

I assigned myself a paid seat "to get started with creating a round robin" meeting page. But in this case, I can't assign our 5th rep because I am occupying one seat! Even though I remove myself from "team members" it won't revoke my paid seat.

The correct way it is supposed be:

Super admins should be able to create round robin meetings regardless of they have paid seats or not! Because at the next screen it asks for paid users to add to the calendar anyway!

Problem 2

Another problem with this round robin meeting is that it requires an "Organizer" and it shows up in the page with personal meeting url?

But it is supposed to be a round robin and because of that a default company page with a non personal url has to appear! The system won't let me edit neither my meeting url, not change the organizer. Why does an end-user have to see a meeting organizer if this is supposed to be a round-robin? It does not make any sense!

Trying to get around problem 2

As all reps have their own personal url and avatar, I created another account with our company name, and this time I couldn't create a round robin meeting because the new account does not have a paid seat!

We have 5 sales reps and asking beforehand to the support or our "success" manager, we are reassured that Sales Hub Pro with 5 seats is what we need, but no one told us that we need another seat to just to able to configure it, and even if we have it, I'm not even sure it would work the correct way.

There are seriously wrong things about this round-robin meeting and I refuse to percieve a paid product "as is".

What we need is simply:

A generic meeting page with our company name and logo and custom url slug (not any user slug or name - because it's supposed to be a round robin!)
5 of our reps calendars connected to that calendar, and reps don't and won't have any admin access.

Asked already 3 support people, all without luck. Spent a whole day trying to figure out how to enable the most basic feature of the subscription we paid for. It's just crazy just to think about the time spent to enable this very basic feature!

I'd appreciate if anyone knows how to get around this.

Re: Meetings - Round Robin problems

PamCotton — Tue, 01 Nov 2022 21:47:08 GMT

Hello @Derya, thank you for providing details of what is happening on your end. I would like to invite our top experts to share their ideas on this matter. @Phil_Vallender @deepikaverma any suggestions to @Derya matter?

Thank you,

Pam

Re: Meetings - Round Robin problems

deepikaverma — Wed, 02 Nov 2022 07:17:09 GMT

Hi @Derya
Follwing are the solution to your probelms.
Problem 1: Your sales hub seat won't be revoke untill you do it.

To remove additional unassigned paid users:

In your HubSpot account, click your account name in the top right corner, then click Account & Billing.
In the Overview tab, view your Sales Hub or Service Hub subscription under Products & Add-ons. Under the heading, view the count of included and additional paid users. Next to your additional paid users, click Remove.

Problem 2: To avoid the personal url visibility and making of generic url.
Go to Settings > General> Calender> Meeting url-- (Keep company name there)

Also, keep internal meeting name as generic so that meeting url slug wont contain any personal name.
Reference articles:
https://knowledge.hubspot.com/meetings-tool/create-and-edit-scheduling-pages
https://knowledge.hubspot.com/meetings-tool/understand-group-and-round-robin-meeting-availability
I hope it help!
Thanks!

Re: Meetings - Round Robin problems

deepikaverma — Wed, 02 Nov 2022 07:18:16 GMT

Hi @PamCotton Thanks for tagging me to help in this question.

Re: Meetings - Round Robin problems

Derya — Wed, 02 Nov 2022 08:34:23 GMT

Hi deepikaverma,

Sorry, but I cant accept this as a solution. How would removing myself solve the problem?

The problem is not that I can't remove myself. I know how to do it.

The problem is:

If I remove myself before I create round robin meeting, the option to create one gets "locked" because I won't have a paid seat and I can't create one although I am super admin.
When I assign myself a paid seat then I can't add the 5th rep because I occupy one paid seat!

Also, although the meeting page is chosen as a round robin, the calendar shows my avatar. How can I change this without being have to change my profile picture?

This is because I am setting up the round robin meeting and I become the organizer, in fact I shouldn't be. There needs to be a generic organizer which leads us to another problem which is that generic account needs a paid seat as well to set up round robin meetings!

Re: Meetings - Round Robin problems

deepikaverma — Thu, 03 Nov 2022 06:37:20 GMT

Hi @Derya ,

Thank you for your patience, These are the features hubspot offers and we cant change it, temporarily you can change your profile pic to show a generic profile.
other than this you can upvote to these ideas so that product team will implement it.

https://community.hubspot.com/t5/HubSpot-Ideas/Round-Robin-Sales-Seat/idi-p/713672#M127045
https://community.hubspot.com/t5/HubSpot-Ideas/Round-Robin-Meeting-Link/idi-p/566560

Thank you.

Re: Meetings - Round Robin problems

Derya — Fri, 04 Nov 2022 20:54:07 GMT

Thanks @deepikaverma

I'm sad to see that this problem remains unresolved.

A product should be designed according to business processes. Or at least should be customizable to needs within time. The otherway round, i.e. "this is the product and you need to fit in" is not really a customer-oriented but rather a "product-oriented" approach.

Re: Meetings - Round Robin problems

Derya — Tue, 08 Nov 2022 00:45:38 GMT

Hi all,

I have additional concerns which I already submitted to support, but I thought it would be a good idea to re-share in this post as it's related.

The problem is we can not delete default meeting links.

Every business has its own circulation of employees, and when an employee leaves, it's perfectly normal to deactivate things that are associated, which in this case is their meeting links.

The meeting links of former employees do still exist and we can not delete them. Why does Hubspot mandate to keep all those links alive, letting the bots crawl and carry on with association?

I see that I am not the only one addressing this issue as this is already mentioned 3 years ago.

https://community.hubspot.com/t5/HubSpot-Ideas/Delete-Default-Meeting-Link-when-only-link/idi-p/265969

It's frustrating to see that the post is already 3 years old and there is no action taken about it.

Re: Meetings - Round Robin problems

Derya — Tue, 26 Sep 2023 21:19:21 GMT

Almost a year has passed with no resolution or progress.

Re: Meetings - Round Robin problems

SChadwick8 — Wed, 22 Nov 2023 11:58:47 GMT

then another year passed...

Im setting up a round robin but dont want my name in the link as i think its confusing... it doesn't make sense that this is uneditable.

Re: Meetings - Round Robin problems

DianaGomez — Wed, 22 Nov 2023 15:01:39 GMT

Hi @SChadwick8,

Thank you for your message and valuable feedback. In this particular case, I would like to emphasize the significance of having multiple users view this idea as necessary. I genuinely understand your specific use case, but it is crucial to accumulate a substantial number of likes in order for the product team to thoroughly assess the feasibility of implementing this option. Hence, I kindly request that you consider giving the idea: Round Robin Meeting Link an upvote to increase its chances of being reviewed by the product team.

Best regards,

Diana

Re: Meetings - Round Robin problems

Derya — Wed, 22 Nov 2023 21:31:16 GMT

Hi Diana,

It has been now more than a year and now we need to upvote an idea to be heard? I wonder, what has been done in a year to address the problems associated with round robin meeting?

Re: Meetings - Round Robin problems

DianaGomez — Wed, 22 Nov 2023 23:57:09 GMT

Hi @Derya,

I understand that not getting a resolution on an idea can be frustrating. We created the ideas process because we believe that our users are the best source of great ideas that we can implement. That's why this forum is directly monitored by our product team to prioritize ideas, conduct viability research, and plan for implementation.

However, implementing some ideas can take longer than we would like, considering the need for a dedicated team to research viability, use cases, and more. That's why we encourage everyone to use this space to amplify their voices and also inform other users interested in the same feature that they can vote and receive updates on its progress.

Improving our platform requires ongoing effort, careful planning, and consideration of various factors. It is important for us to ensure that any changes or updates we make align with our overall goals and deliver the best possible experience to our users.

Please know that your feedback is highly valuable to us, and we appreciate your understanding and patience as we work towards enhancing our platform. We remain committed to providing you with an exceptional user experience, and we will continue to explore opportunities for improvement.

Kindly,

Diana

Re: Meetings - Round Robin problems

Derya — Thu, 23 Nov 2023 01:30:39 GMT

Hi Diana,

Thanks for your kind but generic answer. However, the community here including me, is unaware of which projects are underway, and which ideas are being taken into consideration. If there is even any.

I remember sometime last year me bringing up the idea of community managers sharing a draft roadmap or a consideration table so that many rightful people here would follow that up instead of raising the issue over and over hopelessly. Such a streamlined approach would not only encourage the community members to share more bright ideas, but also establish a proper inter-communication between the community and project teams, instead of chasing upvotes for the threads buried in the forum.

I believe it is the community managers' duty to consolidate these valid inquiries here throughout the years and act as a bridge between here and the project teams inside.

What do you think?

Re: Meetings - Round Robin problems

DianaGomez — Thu, 23 Nov 2023 19:35:46 GMT

Hi @Derya,

Thank you for bringing up multiple points in your response. I'll address each of them individually.

I understand your frustration and concerns. I want to assure you that we have taken your feedback seriously regarding users' awareness of product improvements and changes. In response to this, we have created a dedicated board exclusively for releases and updates of our products. This board serves as a reliable source of information that you can access regularly to stay informed about any changes.

We also have our ideas board, closely monitored by our product team. By filtering the board, you can see the status of each idea, including those that have been submitted, are in the planning phase, or under review, among others. This board allows you not only to view ideas submitted by other users but also to vote for the ones you would like to see implemented in the future. Our product team values your input, and the voting system helps them prioritize ideas based on user demand.

Your votes for preferred ideas will not only help prioritize them but also ensure you receive updates on their progress. The ideas board serves as a centralized place for gathering and evaluating user ideas, enabling our dedicated product team to assess and potentially implement them. However, it's crucial to acknowledge that managing and prioritizing a large volume of ideas requires significant resources, alongside ongoing work on existing projects. Consequently, the analysis and implementation of ideas may vary in duration based on multiple factors, as previously mentioned.

I completely understand and appreciate your agreement regarding the role of our community team. Working together to ensure that valuable information is not overlooked is indeed one of our primary objectives. We will discuss with the team how we can make the product feedback process in the Community more transparent and streamlined.

I have escalated this entire conversation to the product team, so that they are aware that even though it's an idea with very few votes, its implementation is highly valuable for users like yourself.

I hope you have an excellent Thanksgiving Day.

Best regards,

Diana

Re: Meetings - Round Robin problems

SChadwick8 — Fri, 24 Nov 2023 11:49:02 GMT

Diana - I think @Derya and I are in complete agreeance - this is not good enough. I have already logged this, logged a complaint in chat form, I've written in a forum, I've upvoted this and the link you sent... point being, unless you collate this information you're going to think each scenario only has a few votes , when infact your ENTIRE CUSTOMER BASE would benefit. Most of them probaly can't be bothered to compain or have just used calendarly instead... if you want that keep doing what you're doing. To reitterate - i can assure you in real life this request does not have 'very few votes' and should be a simple fix for developers such as yourselves.

Re: Meetings - Round Robin problems

JJuarezrd — Tue, 11 Jun 2024 19:50:05 GMT

I completely agree on both fronts. As a super admin, a paid sales seat should not be required to set up these meetings. And it is frustrating that the links are personalized when in fact, a round robin has different people attached to that one meeting link.

Re: Meetings - Round Robin problems

JJuarezrd — Mon, 17 Jun 2024 13:58:37 GMT

There is nothing complex about being able to edit a meeting link/url. The functionality to enable this is very simple. I agree with the OP. This would benefit so many teams trying to get these group meetings to work and display properly.

Re: Meetings - Round Robin problems

TBoomhower — Tue, 01 Apr 2025 20:40:40 GMT

Hello - I don’t see that this issue has been resolved. I’m trying to create a round robin where the URL does not include my name—or anyone else’s—as it causes confusion. Additionally, I do not want my profile picture to be used as the scheduling image, as this is also confusing for my team and our clients.

Please prioritize this update, as it is important for both user experience and clarity.

Re: Meetings - Round Robin problems

TBoomhower — Tue, 01 Apr 2025 20:42:57 GMT

I'd also like to call out that this issue was originally brought up November 2022. Please bring this topic back up for attention with the HubSpot team.