I foresee a HUGE WIN for us if we could get off a crummy meeting sytem like chilipiper. Our Director of sales complains all the time that hubspot can’t support queues like salesforce. However-- it almost can!
With the new beta for weighted meeting rotation options-- it’s SO CLOSE!!
Problem I’m seeing now-- there’s no way to use these meeting rotations in actual round-robin scheduling links? Which is the last missing feature (outside of integrated SMS reminders).
We definitely need this feature/ability. That would GREATLY simplify the process for updating queues and reduce problems since chilipiper always breaks.
I one million percent back this idea! We wan’t to get away from using third party schedulers like Calendly and keep our whole process within Hubspot, but the Round Robins don’t work the way we need them to. We need to be able to choose between equal distribution of meetings amongst reps or being able to divide it up based on percentages (weighted). The way it works currently based solely on availability is not working. It gives certain reps a disproportionate amount of meetings over others. It also allows for reps to “game the system” by opening up their calendar availability way up just to get more meetings than others. Not good!
Please allow for round-robin links to schedule based on even distribution and/or percentage-based distribution ASAP!
I just saw the beta in the product updates and was enthousiastic at first, but then disappointed after reading the following:
When the scheduling page is accessed by a visitor/prospect, they will only see the availability for the rep that is "up next"
Our use case is that we have our sales team who should always get the sales meetings. But when no sales team member is available, the customer success team should get the meeting. This gives our prospects the most options to schedule a meeting and we make sure the CS team is only a backup.
My first thought was to create a rotation with 100% for the sales team members and 0% for the CS team members, but that would still mean only the calendar of 1 sales rep will be used, giving even less availability than even distribution of only the sales team (without CS).
I believe a better distribution would be with prioritising, e.g. for our UK demo link we priorisize our UK sales rep first, Dutch and German sales reps second, and CS third. All calendar availabilities should be taken into account at all times, but there should be prioritized who gets the meeting.
If the usage of distribution percentages is really the only path Hubspot wants to take, we can also set 99% to UK sales, 1% to Dutch sales and 0% to CS, but still I stick to my point that all calendar availability should be shown in the meeting page.
Great to have this beta feature now, but there is one key issue: The current system only shows availability for the “next up” representative based on the rotation weights. This creates a problematic situation where potential meetings are lost, even when sales representatives are available, simply because they aren’t “next in line.”
Example of the Problem:
If we have three sales reps with different weights (e.g., 60%, 30%, 10%)
And the 60% rep isn’t available at a specific time, but the others are
The prospect won’t see any availability, resulting in a lost opportunity
Suggested Implementation: Instead of limiting visibility to one rep’s calendar, the system should:
Show all available time slots from all reps
Use the weights to prioritize assignment when multiple reps are available for the same time slot
Default to any available rep when the higher-weighted reps aren’t available
This approach would:
Maximize meeting booking opportunities
Maintain the weighted distribution when possible
Prevent losing meetings due to artificial availability restrictions
Our primary goal is to book meetings – having time slots go unbooked when representatives are available (regardless of their weight) is counterproductive to our sales process.
I would love to see instead of weighted options, but be able to pick days for certian people. For example, in the round robin Heather has Monday, Wednesday and Friday and Marcy has Tuesday and Thursdays. This would be so helpful and make the tool so much better in my opinion!
Completely agree with the other comments here that we need wieghted distribution that only books with the users on a lower distribution % when the higher distribution % is unavailable. This feature is completely unusable as it is currently.
We have the same issue. Excited to see rotations with the Weighted option, but the fact it doesn’t show the calendar when alternatives are available is going to costs us meetings instead of generating more. We want to use this system to have most meetings go to one person unless he is unavailable
I agree that we must have a better option than only showing the next avaible calendar - that defeats the whole purpose of the round robin. Is it not possibe to implement the suggestion discussed by FGless or or SemRC. In it’s current format - it’s not really useful.
We have an SDR team that books demos for our AE’s, however, the meeting rotation doesn’t have any templates so they aren’t always scheduling them correctly. I’d like to have a template for each meeting rotation so the right meeting type and description are set for each. I also can’t edit the reminder email for meetings booked using the Meeting Rotations.
Weighted Meeting Rotation feature is ENTIRELY USELESS exactly because fo the reason @FGless mentioned
Example of the Problem:
If we have three sales reps with different weights (e.g., 60%, 30%, 10%)
And the 60% rep isn't available at a specific time, but the others are
The prospect won't see any availability, resulting in a lost opportunity
I literally cannot believe they shipped a “feature” that is this broken. In what universe is this current Weighted Meeting Rotation desirable or useful to anyone??
