Meeting Booking Form Prepopulates with Known Values

If HubSpot has already collected information such as First Name, Last Name, and Email in a COS Page form, then this information should be able to prepopulate when booking a Meeting in Sales Pro. For example, if Jane submits a form on a landing page and then follows a link to book a Meeting with a sales rep, the information she submitted on the landing page form should prepopulate in the the Meetings booking form. 

HubSpot updates
Aug 6, 2019

My pleasure!

Aug 6, 2019

Unfortuntately we won't be able to connect the data from the contact record to a specific visitor without a cookie on their browser to identify who they are when they reach the form. If they have filled out a meeting form, or a hubspot form on the same domain as the meeting link, we will be able to pre-fill the informtion, based on the identifier of the cookie on their browser.

Aug 6, 2019

Hey Scott - 

 

It should be showing up within the "Form Questions" section of the meeting link create/edit flow. Here's a zoomed out image for better context:

 Meetings.jpg

 

This will only skip the form if this specific contact has filled out a meeting booking form in the past. 

 

Another way the form pre-populates is if that contact has filled out a form on the same domain that the meeting link is hosted. You can do this by either embedding your booking page on your website, or using the custom domain hosting feature in meetings.

 

custom-domains-meeting-domains

 

More details here: https://knowledge.hubspot.com/undefined?hs_preview=kNGCEhxb-7599741865#formfill

changed to: Delivered
Jul 30, 2019

 

This is now live to all with access to meetings

This update enables meetings forms to pre-populate with known information when a contact returns to a user’s booking page. Alternatively, you have the option to configure your meetings link settings such that known contacts can skip the form entirely.

 

How does it work?

If a contact has filled out a meeting link in the past, HubSpot will recognize that contact by the cookie in their browser, and automatically fill in the contact’s form response. Meetings forms will not auto-populate custom questions, as these are designed to be unique for each booking.

If meetings are hosted on a custom domain (http://bit.ly/2M3s713) or if a meeting is embedded directly on your website (http://bit.ly/2YbsjxJ), HubSpot will be able to pre-populate known values for contacts who have filled out other HubSpot forms (even if they’ve never booked a meeting before). For HubSpot forms information to pre-populate meeting forms, both forms must be on the same domain.

 

 

Additional Feature

You also have the option to configure your meetings link settings such that known contacts can skip the form entirely if all contact information is known. If a meeting form consists completely of known contact properties then a meeting will be booked the moment a contact has selected a time. To enable this setting, go to the “Form Questions” section of your meeting link settings. This setting is adjustable per each individual meeting link. Meeting forms will not skip entirely if they contain a custom question.

 

 

 

Who gets it?

All users with access to Meetings (Free and up)

Jul 23, 2019

@JohnS63  -

 

Contacts will need to be in your system, and they will need to be a return contact to that form. The first time that a contact fill out a form, we will cookie their browser, and remember their information the next time that the contact goes to your meeting page form.

 

- Glen

Jul 18, 2019

Hey @Exp -

 

Great question. Mostly yes to both of your questions.

For meetings pages that are hosted on your website, or embedded on your website, Meetings would already know any contact information that you have for that specific contact.

 

If you have fields asking for Email, First Name, Last Name on the meeting page, and you already have ALL of that information about the contact booking a meeting, then it would skip the form altogether.

Jun 26, 2019

Thank you all for the feedback and suggestions on this idea.

 

We are currently working on improvements that we hope will solve many of the issues surfaced in this thread. 

 

These updates will allow for meetings links hosted or embedded on your website to prefill with known contact data. We expect this to be live in the next couple of weeks. 

 

Some additional context:

This has been a challenging request because by default, meetings forms are not hosted on your website. This makes it difficult for the meetings tool to find and prefill information from your contact database. Last year, we released the ability to host meeting links from your own domain (available to Marketing Hub Professional and Marketing Hub Enterprise customers). However, we hadn’t built a solution to find and prefill meeting booking information for known contacts -- until now. 

 

I understand that this doesn’t solve for everyone. Some of you are not able to host meetings on your website, and not all of your use cases involve a meeting link that is embedded on your site. For that reason, I’m not yet going to change the status of the idea. 

 

My team and I are going to continue to evaluate all other situations in meetings where contact data can be prefilled to reduce friction in the booking process, and will provide updates here as we learn more.

 

If you have any questions, please post her or message me directly!

changed to: In Planning
Feb 25, 2019

Hey folks - we are indeed planning on making progress here, we will be integrating Meetings more deeply with the Forms tool to support pre-populating with known values. Stay tuned.

changed to: Idea Submitted
Jun 4, 2018

75 Replies
Regular Contributor | Gold Partner
Regular Contributor | Gold Partner

I tottaly agree! One of my clients uses a HubSpot form to collect information for Request a Demo and then redirects them to Schedule a Meeting (in Sales Pro) and the prospect has to re-enter the same information. 

Regular Contributor | Gold Partner
Regular Contributor | Gold Partner

Hey @rlawless, why did it go from In Planning to Not Currenty Planned. :-( What stage gaurantees it will be developed?

New Contributor | Partner
New Contributor | Partner

I agree, seems odd that this capability doesn't already exist. As a partner agency, we offer free consultations. Leads fill out a contact form on a landing page and it would be nice if we could direct them straight to a meetings link without them having to fill out some of the same information again.

New Contributor

This is an improtant user experience feature. Emailing someone a meeting invite and not autofilling their email is just plain rude. We using meeting links to schedule client meetings and its awful they have to plugin thier info.

New Contributor

Right now, when you send John Doe a Meetings link, when John clicks that link and fills out the form to select a Meeting date and time, he also has to add in his first name, last name and email address. This should auto-populate and then have an option for 'click if this isn't you' as relevant.

Anonymous

This is NOT a solution, but something that only works for someone who is already a registered user. It doesn't work if a NEW user fills out a form and then continues to the meeting calendar page. 

 

When embedding the meeting calender into a webpage, you can include the {{contact.firstName}} {{contact.lastName}} and {{contact.email}} into the embed code. Here is an example. Take the embed code that you get from the Hubspot meeting tool:

This only works if someone registered to your site a long time ago. If you have them fill out a contact form and then go to the calendar embed page, it DOES NOT WORK. 

 

<!-- Start of Meetings Embed Script -->
<div class="meetings-iframe-container" data-src="https://app.hubspot.com/meetings/your/calendarurl?embed=true&firstName={{contact.firstname}}&lastName={{contact.lastname}}&email={{contact.email}}"></div>
<script type="text/javascript" src="https://static.hsappstatic.net/MeetingsEmbed/ex/MeetingsEmbedCode.js"></script>
<!-- End of Meetings Embed Script -->

 

Here are some other things we found:

1. You can embed most any form-enabled Hubspot property this way. Unfortunately, you cannot embed a Salesforce Campaign ID. That would be incredible. This does not work unless Hubspot has had a some time to update. So this only works for a known contact that has been known for a long time.

2. You can embed the answer to any of the 'question' fields that you made in the original meeting request.  

3. You can embed ANYTHING. If you add &Meeting%20Topic=Surprise%20Party%20for%20Tom it won't show up in Hubspot anywhere, but it will get added to the calendar event as "Meeting Topic: Surprise Party for Tom". This allows you to put any text into the calendar invite. 

 

 

 

Occasional Contributor

We also use the calendar meetings for demo requests and it is very bad UX when our visitors have to enter their contact information again after already entering it in the form that gets them to the calendar page in the first place. This seems like more of a bug-fix than a feature request since contact fields should be universal.

New Contributor

Yes I agree!

I have a lead capture form to request a demo, that redirects to this calendar straight away to pick a time. Customers are using it which is great, but it is a really bad user experience that 1m later they have to enter all there details.

Why did this change from planning to no longer planning?

New Contributor

This just needs to be done.

Occasional Contributor | Gold Partner
Occasional Contributor | Gold Partner

This needs to be implemented ... why ask ppl for information i already have ... this is so contrary to the general inbound philosophy.

Occasional Contributor

This would be super helpful to have and should have been there from the start.

Anonymous

Yes. The calendar feature is confusing without this feature. The conversion rate drops at this step. We tried and then stopped using the calendar altogether. This has been an open item for a year now. The ability to set a time with a salesperson has proven to be the SINGLE GREATEST CONVERSION % yet. Unfortunately, Hubspot does not offer a very elegant version of it. 

New Contributor

1 million upvotes for this. Please make this happen!

Regular Contributor

This seems like a very fundamental piece of functionality - while we're capturing information of the potential customer with the goal of making follow-up frictionless we then have to ask them to fill out the already filled out information!

Regular Contributor

Hi  there, 

 

We're using the new Hubspot meetings tool to enable prospects to select a time they want us to demo with us. After they fill out the form and are taken to the calendar page they then need to input their details again (first name, last name, email) since these are 'required' fields for the meeting. This means that they have to input their details twice which causes friction in the user journey. 

 

I spoke to HS support and they say there is no solution to this at present. It would be great to have a solution along the lines of:

 

- Removing the mandatory 'required' fields under form questions so that they don't need to re-enter them.

AND/OR

- Having the calendar populate the fields the user has just submitted so they don't have to enter them again - all they need to do is select the date / time. 

Visitor

Agreed - we often have a lead fill out a form first, which when they click submit it leads to a meeting booking. It would be great if it was pre-populated for them.

Occasional Contributor

This is something that is needed! Please add this feature!!!

 

Good Morning all.   I've been working with Hubspot for some time now, and it's been a great tool for my sales team!

There is one major issue that I would like to bring up to see if there is a quick fix that is possible.

When I send out a meeting link in an email to a client/potential client it all works as I believe it should, except for one thing.  The Contact needs to type their name, email etc into the Meeting page after choosing a time/duration.  This is a step that, to me, seems very unprofessional.  If I'm sending them the information, I should already have their name and information.

How can we implement this?

Thanks!!!
Scott

New Contributor

Really hope this will soon be implemented. People these days are lazy and want as few steps as possible to get that which they want. By making them fill out their personal information, AGAIN, just to book a meeting, we deter them from booking a meeting which in turn results in fewer opportunities for us. I see more often than not, how my contacts click on the meeting link and then never book a time. Please think about changing this as it is hurting my appointment turnover rate.

Regular Contributor

Definitely needed. 

HubSpot Product Team
HubSpot Product Team
updated to: Idea Submitted