Edit meeting

[Shams-hibooks]

I created a meeting but forgot to add a Zoom link and two other attendees. How do I edit the meeting to include the Zoom link?

The meeting has already been accepted. Please note, that the attendees are not in Hubspot but are outsiders.

[HMark]

Thank You

[HMark]

If you’ve already created a meeting and need to add a Zoom link along with two additional attendees, you can edit the meeting and update the invite. Since the attendees are outsiders and not in HubSpot, you will likely be using a calendar tool such as Google Calendar, Microsoft Outlook, or similar. Here’s a step-by-step guide for the most common platforms:

For Google Calendar:

1. Open Google Calendar:

   • Go to Google Calendar.

2. Locate the Meeting:

   • Find the meeting on your calendar and click on it.

3. Edit the Meeting:

   • Click the Edit icon (a pencil) or the Edit event button.

4. Add Zoom Link:

   • If you have the Zoom integration set up, click “Add conferencing” and choose “Zoom Meeting.” If not, manually paste the Zoom link into the “Location” field or the event description.

5. Add Additional Attendees:

   • In the “Guests” section, enter the email addresses of the two additional attendees.

6. Save Changes:

   • Click “Save” or “Update” to save the changes.

7. Send Updates:

   • Google Calendar will prompt you to send updates to all guests. Confirm this so that everyone, including the new attendees, receives the updated invite with the Zoom link.

For Microsoft Outlook:

1. Open Outlook:

   • Access Outlook or open the desktop application.

2. Find the Meeting:

   • Navigate to your calendar, locate the meeting, and double-click it to open the details.

3. Edit the Meeting:

   • Click on “Edit” or double-click to open the meeting in edit mode.

4. Add Zoom Link:

   • If you use the Zoom add-in, you can use it to add a Zoom meeting directly. Otherwise, paste the Zoom link into the “Location” field or the body of the meeting invite.

5. Add Additional Attendees:

   • In the “To” field, add the email addresses of the two additional attendees.

6. Save Changes:

   • Click “Save & Close” (desktop version) or “Send Update” (web version).

7. Send Updates:

   • Confirm to send the updated invite to all attendees so they receive the Zoom link and information about the new attendees.

For Other Platforms:

1. Open Your Calendar:

   • Access your calendar tool where the meeting was created.

2. Locate and Edit the Meeting:

   • Find the meeting on your calendar and open it for editing.

3. Add Zoom Link:

   • Insert the Zoom link into the appropriate field (location, description, or a dedicated conferencing field).

4. Add Additional Attendees:

   • Update the list of attendees with the email addresses of the new participants.

5. Save and Send Updates:

   • Save the changes and send updates to all attendees to ensure everyone has the latest details.

Additional Tips:

• Verify Attendee Details: Make sure you have the correct email addresses for the new attendees.
• Check for Confirmation: Confirm that the changes have been properly saved and that attendees receive the updated invite.

If you need more specific instructions based on the calendar tool you're using or have any other questions, feel free to ask!

[RSchweighart · Accepted solution]

Hi @Shams-hibooks,

Were you talking in general, or for a specific meeting? 

Here's in general instructions:

Navigate to your meeting links in HubSpot. Hover over the one you want to modify and select edit.

Here's how to update the meeting link in HubSpot to always include your Zoom link:

HubSpot also provide the opportunity to add up to 10 guests when a person books a meeting.

Here's how to update the Allow guests setting:

Best,

Ryan Schweighart

Whole Hart Impact, LLC

whimpact.co

I help businesses with HubSpot and Zapier. 

[Shams-hibooks]

Hey, thank you for your response. However, I do not see anything like that. Look at my screen. https://prnt.sc/Kt-VrI7KkK-o

I also do not see the EDIT button when I hover over the meeting link. Maybe I need a different subscription.

Regards, 

Shams. 

hibooks.com

[RSchweighart]

Hi Shams, from that view, you can add a Zoom link by selecting Add location.

https://knowledge.hubspot.com/integrations/use-hubspots-integration-with-zoom

Here's how to access the meeting links I was referring to: 

Then, follow my previous instructions to customize the meeting link.

Let me know if this doesn't solve what you're after.

[Shams-hibooks]

Oh right. So you can Edit from Sales Meetings but not from the calender directly. I could not see Hover Edit by going to my meeting in the calender. That solved my problem. 

Thank you very much. 

[RSchweighart]

Good deal, and you're welcome!

[Jonas_De_Mets]

@Shams-hibooks which calendar are you using? I would add the meeting link directly in the calendar event of your Google / Outlook Calendar?

Hope this helps!

[Shams-hibooks]

Hey Jonas, thank you. I am using Outlook calendar. I did add a Zoom link to Outlook calender and resent the email again. It would be a lot easier to be able to add attendees and Zoom links inside Hubspot. 

I kept clicking the HubSpot meeting and nothing was happening before giving up and do it by resending the invite by editing the Outlook calendar. Now it created two meetings https://prnt.sc/aNAxGQsdq2Fe. Very manual and painful.