Hello!
The title is exactly my issue. I’m implmenting the Book a Meeting action in my chatflow, and I originall ran into the issue of having custom fields which led to a meeting link being sent to book the meeting in another window. I have taken away the custom field, and now the error message is gone. However, whenever I preview the bot, it still just sends the book a meeting link instead of being able to book the meeting within the conversation. I’ve tried refreshing, making a whole new chatflow, restarting my browser, and still it’s not helping. Please help
Book a Meeting action in chatflow still linking to meeting page externally even without custom field
Hey @rsun - thanks so much for posting in the Community!
It looks like there are a number of factors that determine your ability to book a meeting directly within a chatflow, as outlined here. Can you please confirm that your chatflow set up meets all of these requirements, in addition to having removed the custom field?
Shane, Senior Community Moderator
Hi! Yes, my chatflow does meet all those requirements.
Hey @rsun - thanks for confirming this!
I’d like to tag in some Community experts at this point to see if they have any recommendations for us! @ChristinaKay, @danmoyle, and @franksteiner79 - any thoughts on this behavior regarding meeting links in chatflows?
Shane, Senior Community Moderator
…
Welcome to the Community @rsun ! Here’s what I know about the meeting booker in chatflows. Some of this may already be covered in the link @STierney sent you, sorry if it is.
The meeting link must not include any custom fields other than the first name, last name, and email fields.
The chatflow must have already collected those three fields before the “Book a meeting” action.
- HubSpot will only render the inline scheduler if the contact properties first name, last name, and email exist by the time it reaches the booking step. If the chatflow skips or fails to capture any of these values before the “Book a meeting” action, the meeting page opens in a new tab instead.
The meeting link must have available times within the next few days (not empty).
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If the associated meeting link is temporarily showing no available times or the connected calendar is mismatched, HubSpot also falls back to the external link view. To confirm:
- Go to Sales > Meetings Scheduler, hover over your meeting, click Edit → Troubleshoot.
- Check for events blocking availability or buffer/notice settings that hide available slots.
CAPTCHA must be turned off for the meeting form.
The “Data Privacy” toggle on the meeting link must be disabled.
If any of these criteria are not met, even something subtle like CAPTCHA being active (which I’ve seen happen), HubSpot will default to sending an external booking link.
I did see that you aren’t the only user seeing this. In a couple other community posts, other HubSpot users have reported that some chatflows still send the meeting link externally even after all conditions are met. HubSpot appears to be tracking this as a temporary bug affecting chat widgets using the embedded scheduling experience.
Finally, I might try the old “turn it off, turn it back on” trick. Sometimes it can resolve when the bot is linked to a completely new meeting link rather than an edited old one. You could try to recreate the meeting link (create a fresh one under Sales → Meetings → Create schedule page). Then re-assign that new “clean” link to the Book a Meeting action and save and republish the chatflow.
Hope that helps!