How to use custom forms for meetings?

[Ikenna]

Objective: Assign meeting bookings (Product Demos) to different sales team based on specific conditions. 

Business process: We assign contacts in our company based on two criteria:

1. Company type A goes to one person, and Company type B goes to the rest of the team.
2. With company type B as true, we then assign based on company size; < 5 or > 5 users per company. 

Challenge: The meetings tool does not allow to use dependent fields in its form.

Questions: 

1. Would it be possible to use a custom form with the meetings booker?
2. Is there a workflow that can help with this that does not involve sending the contact an email to pick a time or fill a separate form.  How can it be done in one step and still meet the assigning requirements?
3. There is an option in the meetings tool that redirects to another page. Can this be used to solve the problem in any way?

Current workaround:

Updating fields from our Calendly forms in HubSpot. (Not happy 😞 paying for calendly and HubSpot Professional)

[joshua-paul]

Hi @Ikenna ,

Great objective. You are definitely thinking about it in the right way. There are several ways we do this. It depends on the structure of your sales team and the other sales automation you have running. However, the basic structure is the same.

You'll want to use a "two-step" approach. The first step is a landing page that captures the information you need to route the lead. The button on the landing page will say something like, "Go To Step 2" instead of "Submit."

The thank you page will be replaced with a either a round robin calendar page or a page with smart content which takes people to the right calendar. based on your lead assignment rules.

If there is not enough time for HubSpot to set the company property before people hit the calendar page, you may need to add a "pause page" in between the landing page and the calendar 

Good luck! Our clients 6-10X their sales meetings using this automation model. 

[Ikenna]

Hello @joshua-paul,

Thank you for that explanation. 

We just attempted the first half of it but the problem is that because the calendar is using the round-robin feature it sends an invite to a salesperson that may not be a match based on the first-page assignment rule. 

Do you have a resource you can point me to regarding this-

"The thank you page will be replaced with either a round-robin calendar page or a page with smart content which takes people to the right calendar. based on your lead assignment rules."

The round-robin appears to send the meeting invite to the salesperson it round robins to which would be confusing for the sales team. 

I am thinking of this the right way?

[joshua-paul]

Ikenna, you are going down the right path. What you are experincing is common and fixable. How many sales people are you round robinning between?

[Ikenna]

At this point there are two sales people.

One handles less than 5 company size and the other more. Both of the same company type.

The sales person that handles more than 5 also handles companies that have a separate company type. But those come in very rarely.

[joshua-paul]

Perfect. On your round robin calendar link, make sure the "If they already have an owner" box is checked. Your best option from here depends on how you have your CRM set up. Do you have a minute for a quick call? PM me and we'll set it up. (Then, you can share your solution with the community on this thread)

[Ikenna]

Happy to get on a call today 9:15 AM MDT.

[J_Hart]

Could you share the solution from this? I'm having the same issue and have no idea how to fix it. 

[Ikenna]

Ok. 

Here is what we ended up doing:

1. Create a custom form on the first page with the information you want to capture.
2. The next page would be a pause page ( With the email field from the first form hidden. So HubSpot updates the same record vs making a new one. This page also provides time for a workflow to assign the contact appropriately. 
3. The final step would be the booking form. Make sure to select those options and also turn on cookies for HubSpot, so the booking form does not ask them to fill the same information twice.