While I’ve already seen a post regarding this issue, I’d like to suggest a different implementation.
Well over 75% of my meetings are with more than one external person. When trying to set up a meeting with multiple people (not my coworkers or HubSpot users), I have to explicitly state that only one of them schedules a meeting—to avoid duplicate meetings—and that it be at a time when they’re all available since the meeting link only shows my availability, and not their coworkers’.
My suggestion is in line with Calendly’s implementation: I believe you should be able to have a setting when creating any kind of meeting link that designates it as having multiple external attendees, wherein all the attendees receive a meeting link and each of them must mark ALL of the times within the calendar’s parameters that they are available to have the meeting. Once all the attendees have voted, the meeting will then be scheduled for the first available time that all attendees have marked as being available.
Of course, this solution may be difficult if not impossible to do with meeting links, since there’s no way for HubSpot to know exactly who the invitees are—and therefore is unable to determine when all of the attendees have voted—so maybe this is a standalone option created on a case-by-case basis—perhaps using the “Insert proposed times” that already exists. Perhaps you tell HubSpot the emails of the attendees, tell it which meeting link settings you’d like for it to follow, and it waits to receive the voting submissions from people with those emails (upon voting, the attendee would submit their name and email like the regular meeting links tool). This way, HubSpot will know when everyone has voted, and when to determine the meeting time—or maybe it prompts the HubSpot user to actually make the final decision.
If there is no available meeting time, perhaps an email could be sent out to all involved (including the HubSpot user) listing the next best times. Maybe you could set up a reminder so that if someone hasn’t voted within X days after receiving the email, they get a reminder?
This would save a lot of heartache and hassle, avoiding potential miscommunications , and simply make this so much easier to deal with.