Website meeting booking page is round robin but some contacts are booking personal meetings

Developer Support APIs & Integrations
1

We’re using the round robin meeting links from HubSpot in our website. From time to time, some customers who submit to our forms (HubSpot forms in website) book meetings that are clearly from personal meeting links (because of the messaging - different from our round robin messaging). We can’t track where the customers get ahold of the personal meeting links because there have been no email exchanges between the customers and any of our team members. When we submit test submissions from the website, we get the correct booking, and encounter no issues. We already contacted HubSpot support a few times but they cannot trace the issue even after investigating on the backend.

2

Hi @SharmNepomuceno ,

I’m not sure, but what comes to mind is: do you use the links to cancel or rebook in the confirmation emails sent to customers? Maybe the directly booked appointments are actually changes to appointments that have already been booked? I haven’t tried it, but perhaps these changes would then be booked directly with the person who was originally assigned the appointment.

3

Hi @SharmNepomuceno, thanks for reaching out to the community on this regard ! Have you been able to try the recommended steps by @Angela_W ? Lets us know if you need more help !

4

Hi @SharmNepomuceno ,

One potential factor to consider is website caching. If a visitor previously accessed your site, the cached version of the page may still contain personal meeting links, even if the current page configuration has been updated. This could result in users unintentionally seeing outdated or unintended links.

To mitigate this, I recommend restricting personal meeting links so that they are accessible only to authenticated or logged-in users. By limiting visibility in this way, new or anonymous visitors will never be exposed to personal meeting links, ensuring they can only book through your intended round-robin scheduling flows.

Additionally, it may be helpful to:

  • Review any hard-coded or legacy meeting links that may exist in older site templates or content blocks.
  • Clear or reduce website cache duration, especially if you’re using a CDN or caching plugin.
  • Audit your team’s personal meeting links to ensure none are publicly indexed or shared inadvertently.

Implementing these steps should significantly reduce the likelihood of customers accessing personal meeting links and improve the integrity of your scheduling process.

I hope this will help you out. Please mark it as Solution Accepted and upvote to help another Community member.

Thanks!