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Hubspot Meetings don't seem to consider availability correctly

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I'm hoping to find out if I'm misunderstanding or failing to use this feature properly. What we are wanting is a single meeting link that will assign a booked meeting to an agent based on their own availability.

Currently it seems like the team meeting link only goes so far as to consider an agents overall availability, but we want to be able to set each agents availability for certain tims. For instance one agent available until noon (local time), and one agent available afternoon.

Last time I looked into this it seemed like the only way we could make this work was to create large blocks of unavailability for reach agent, but this is not very practical. The preferable solution would be to simply create an availability block in the meeting set up, and assign which agents are available then.
Otherwise the entire meeting feature is a bit useless to us. 

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Community Thought Leader

No quick answer here. Requires meticulous setup and testing before production. AND, any change to an individual team member's calendar(s) will impact all future availability on the Team Meeting link. (important)

 

HubSpot Team Meetings functionality basically offers two choices.

 

-1- Group Availability -- HubSpot will offer meeting slots based on collective availability of Team members in the group.

[Think of this as a logical AND for all team members in the group.]

 

Example:

If Annie and Bob are members of the group for this Team Meeting link, HubSpot will only offer time slots when both Annie AND Bob are available according to all of their HubSpot integrated calendars.

 

-2- Round Robin -- HubSpot will offer meeting slots based on individual availability of Team members in the group.

[Think of this as a logical OR for all team members in the group.]

 

Example:

If Annie and Bob are members of the group for this Team Meeting link, HubSpot will offer time slots when either Annie OR Bob are available according to all of their HubSpot integrated calendars.

 

Note: each HubSpot user in the group must be using a HubSpot Sales/Service Starter, Pro, or Enterprise seat in order for the Team Meeting link to incorporate their individual availability.

- see noticehubspot-meeting-group-availability-notice.pngHubSpot Team Meeting Links

 

 

It sounds like Round Robin may work for your use case. However, and this is critical, members of the round robin group are given different priority based on their paid vs non-paid HubSpot user status. Additionally, meeting booking priority is also given to the Contact Owner (if assigned and available).

- see Create a team meetings link

 

Happy to help you guys setup and test before production. Reach out if you've reviewed these resources and meet all criteria.

 

Help answer your question? If so, remember to accept this solution now.

 

Best,
Frank

Author, the Perfect HubSpot Series


hubspot-solutions-signature-mfrankjohnson-v05.png

MFrankJohnson.com | Connect on LinkedIn

Help find posts quickly ... accept this solution now.

Hope that helps.

 

Best,
Frank

 

MFrankJohnson-dot-com-HubSpot-Community-banner-gif-v20190817

2 Replies 2
Community Thought Leader

No quick answer here. Requires meticulous setup and testing before production. AND, any change to an individual team member's calendar(s) will impact all future availability on the Team Meeting link. (important)

 

HubSpot Team Meetings functionality basically offers two choices.

 

-1- Group Availability -- HubSpot will offer meeting slots based on collective availability of Team members in the group.

[Think of this as a logical AND for all team members in the group.]

 

Example:

If Annie and Bob are members of the group for this Team Meeting link, HubSpot will only offer time slots when both Annie AND Bob are available according to all of their HubSpot integrated calendars.

 

-2- Round Robin -- HubSpot will offer meeting slots based on individual availability of Team members in the group.

[Think of this as a logical OR for all team members in the group.]

 

Example:

If Annie and Bob are members of the group for this Team Meeting link, HubSpot will offer time slots when either Annie OR Bob are available according to all of their HubSpot integrated calendars.

 

Note: each HubSpot user in the group must be using a HubSpot Sales/Service Starter, Pro, or Enterprise seat in order for the Team Meeting link to incorporate their individual availability.

- see noticehubspot-meeting-group-availability-notice.pngHubSpot Team Meeting Links

 

 

It sounds like Round Robin may work for your use case. However, and this is critical, members of the round robin group are given different priority based on their paid vs non-paid HubSpot user status. Additionally, meeting booking priority is also given to the Contact Owner (if assigned and available).

- see Create a team meetings link

 

Happy to help you guys setup and test before production. Reach out if you've reviewed these resources and meet all criteria.

 

Help answer your question? If so, remember to accept this solution now.

 

Best,
Frank

Author, the Perfect HubSpot Series


hubspot-solutions-signature-mfrankjohnson-v05.png

MFrankJohnson.com | Connect on LinkedIn

Help find posts quickly ... accept this solution now.

Hope that helps.

 

Best,
Frank

 

MFrankJohnson-dot-com-HubSpot-Community-banner-gif-v20190817

New Member

I would love to see this functionality improved. We also use a shared link across multiple contact owners and timezones and have to now block all busy times on our calendars vs. setting a standard availability. If we could set our own availability in the one meeting link I'd be very pleased with this feature.

 

Happy to discuss further!

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