I am trying to embed a HubSpot form (and then a HubSpot calendar) to my company’s Book a Demo page and it requires the user to submit the same (duplicate) information twice. The first time when filling the form out, and then the second time after booking a time on the calendar. Is there any way to eliminate the second information step?
Hey @VMar8 - thanks so much for posting in the Community!
To clarify, it sounds like it’s requesting the same information twice because both the form and the meeting link require the same information. To better understand how we may be able to assist with any workarounds here, can you explain the long-term goal of this setup? Specifically, is the form collecting information that you hope to utilize somehow? I’m wondering if it’s required to keep the form in addition to the meeting scheduler.
Looking forward to hear more context!
Shane, Senior Community Moderator
Hi Shane, thanks so much for the reply! The long-term goal of this setup is
to collect the demo request, and then book that meeting (through a HubSpot
calendar). The demo form-fill is where we require the most information,
happy to keep the calendar information as light as possible, but there’s no
way for us to deactivate the required fields at the calendar stage (first,
last name, company name, email)
Hey @VMar8 - thanks so much for clarifying this context!
To my understanding, your current setup is the best means by which to collect this information and also allow your customers to schedule a meeting, despite the redundant data collection. With that said, I’d like to tag in a few experts to see if they have any insight I may be missing that can help streamline this process for you!
@karstenkoehler, @danmoyle, and @franksteiner79 - any thoughts on how @VMar8 may be able to collect a form submission and allow their customers to schedule a meeting without redundantly collecting customer information?
Shane, Senior Community Moderator
Welcome to the Community @VMar8! There’s a setting in the Meetings Scheduler to “Pre-populate fields with known values.” The slight problems though is that it relies on browser cookies tied to your website’s domain. I’ve seen clients and other community members say that it can fail for new contacts submitting a form then immediately redirecting to the scheduler due to processing delays (up to a minute). This means users must re-enter first name, last name, company, and email despite the form submission, as HubSpot hasn’t yet associated them as “known.”
And yeah, I agree that HubSpot requiring these fields on all scheduling pages and doesn’t allow deactivation can be frustrating, especially for embedded or sequential setups like your demo page. The pre-population works reliably only for returning visitors on the same domain with established cookies, not fresh form submissions followed by a redirect.
I looked for some common workarounds in the community. Here are a few I’ve seen.
- Same-domain hosting: Customize your scheduler URL to use your company’s domain (via account settings) instead of meetings.hubspot.com. This shares cookies but still risks timing issues if users book quickly.
- Custom Javascript: On form submission, capture field values and pass them as URL query parameters to the scheduler embed (?firstName=John&email=john@example.com). Requires developer tweaks to the embed code.
- URL parameters: Append form data directly to the scheduler link in your thank-you page redirect, though HubSpot’s support for this is limited without JS.
- Third-party tools: Platforms like Reform or Jotform embed HubSpot schedulers post-form without re-asking basics, pulling data from the prior step.
You could also add a bit of friction (which isn’t always a bad thing for lead qualification) and use a single, detailed HubSpot form that triggers a workflow to create a booking task or notify your team, skipping the scheduler entirely for light-touch demos. Or the workflow could send the form filler an email to ask then then to fill out the meeting scheduler link. If scheduling is essential, test the same-domain + JS parameter approach first, as it’s native and aligns with your HubSpot expertise. For complex client implementations, consider Make workflows to sync form data pre-population.
I hope that helps!
It is like syncing the form and calendar fields could help reduce duplication sometimes pre-filling calendar info from the form submission works. (edited by HubSpot Community Moderator)