Custom Availability for Individuals Users in a Round Robin Meeting?

SOLVE
JHackney
Participant

So I don't think this actually implemented in HubSpot, but I want to know if there is a workaround for this. 

Let's say that we want to give people one calendar link where they can schedule a meeting with one of two team members. Let's call this Meeting Type A. I want to have slots for these meetings on say Tuesdays, Thursdays, and Saturdays. Meanwhile my colleague would have slots on Mondays, Wednesdays, and Fridays.  It seems like one solution to maintain this distribution would be for me to block off my Google calendar on Mondays/Wednesdays/Fridays, and my colleague to block off the other days. 

But also in this scenario I need to have a different type of meeting, Meeting Type B, automatically scheduled on, say, Fridays. I don't want to block off Fridays on my calendar to prevent Meeting Type A, because it will then appear to be blocked and no one will be able to schedule Meeting Type B either.

So if my expected behaviour as a user is, "HubSpot will allow each user in a round robin meeting to have custom availability", what is the best way to replicate this expectation within the confines of HubSpot?

1 Accepted solution

Accepted Solutions
karstenkoehler
Solution
Thought Leader | Partner

Hi @JHackney,

 

I hope I'm getting these requirements right:

 

1) Person 1 needs to be bookable on Mon, Wed, Fri for meeting type A

2) Person 2 needs to be bookable on Tue, Thur, Sat for meeting type A

3) Person 2 needs to be bookable on Fri for meeting type B

 

Is that correct? If yes, I don't think that's doable.

 

You are correct, requirements 1 and 2 can be met with one round robin meeting link and person 1 and 2 blocking time on their calendars accordingly. Requirement 3 can currently not be met with HubSpot, neither with one meeting link nor with multiple links. The problem is that person 2 needs to be both available and not available for different meetings.

 

If you wanted to be able for person 2 to be bookable on Fridays with meeting type B, you'd have to remove Fridays from the available times of meeting type A for both person 1 and 2. With Fridays removed, you wouldn't need the blocker on your Google Calendar and a second meeting link for meeting type B could be configured to only show availability for person 2 on Fridays.

 

Best regards!

 

 

Karsten Köhler
Freelance Digital Marketing Advisor

Beratungstermin mit Karsten vereinbaren


Hat mein Beitrag deine Frage beantwortet? Bitte hilf der Community und markiere ihn als Lösung.

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2 Replies 2
karstenkoehler
Solution
Thought Leader | Partner

Hi @JHackney,

 

I hope I'm getting these requirements right:

 

1) Person 1 needs to be bookable on Mon, Wed, Fri for meeting type A

2) Person 2 needs to be bookable on Tue, Thur, Sat for meeting type A

3) Person 2 needs to be bookable on Fri for meeting type B

 

Is that correct? If yes, I don't think that's doable.

 

You are correct, requirements 1 and 2 can be met with one round robin meeting link and person 1 and 2 blocking time on their calendars accordingly. Requirement 3 can currently not be met with HubSpot, neither with one meeting link nor with multiple links. The problem is that person 2 needs to be both available and not available for different meetings.

 

If you wanted to be able for person 2 to be bookable on Fridays with meeting type B, you'd have to remove Fridays from the available times of meeting type A for both person 1 and 2. With Fridays removed, you wouldn't need the blocker on your Google Calendar and a second meeting link for meeting type B could be configured to only show availability for person 2 on Fridays.

 

Best regards!

 

 

Karsten Köhler
Freelance Digital Marketing Advisor

Beratungstermin mit Karsten vereinbaren


Hat mein Beitrag deine Frage beantwortet? Bitte hilf der Community und markiere ihn als Lösung.

View solution in original post

JHackney
Participant

@karstenkoehler Thank you for responding! 


The problem is that person 2 needs to be both available and not available for different meetings.


Yes, this is the main problem. The company originally was using Calendly, which has this type of behaviour, so my workflow evolved to use Calendly. Replicating the expectation I have from Calendly in HubSpot seems to be tricky. Thank you for answering though - and it is good to know I'm not just overlooking some feature.