No meeting type quite fits....

[JMayhew6]

I'm wondering if any other users have encountered this problem, and if so, if you have figured out a solution; either in the form of an integration, or through some other means. 

I was trying to create a new scheduling page for a meeting link, however none of the available meeting types (one-on-one, group, or round robin) can quite accommodate what we were hoping to create. 

Really what we need is a something like a hybrid between a one-to-one and a round robin or group meeting. 

Here is the scenario: 

When we gain a new customer, they get assigned a Customer Success Manager (CSM.) The CSM then sets up a 'kickoff call' meeting with a Go-Live Engineer (a GLE). (basically like a Sales Engineer but for helping a customer get started.) We want the assigned CSM to send a meeting link that shows his calendar and availability. But we also want one of our 3 GLEs to attend the meeting, though we don't really care which one; just whoever is available. 

So in other words the CSM needs a 1-to-1 meeting link that gets combined with a round robin meeting link for our GLE team. Hopefully, that makes sense. 

I realize that one possible work around is to create a bunch of different meeting links - one for every potential combination of CSM and GLE, and then create a bunch of accompanying email templates. Then, we could create branches in a workflow based on all the different potential CSM/GLE assignments, which would funnel contacts down to receive the appropriate automated email with the appropriate group meeting link. We don't really want to pursue this as a solution, since I think it will become incredibly complicated to maintain as we expand, or as staff GLEs and GSM come and go. We are hoping to find a more elegant solution. Either via hubspot or through an integration with an add-on service. 

If anyone has had a similar need and has found an adequate solution, please let me know. 

[DianaGomez]

Hi @JMayhew6, 

Thanks for reaching out to the Community!

Currently, there is no functionality available in HubSpot to set up a round-robin meeting with one user and their calendar, while also adding a customer success person to the same meeting. The round-robin option in HubSpot only considers the email calendars of individual users and assigns the meeting accordingly. Essentially, all meeting tools in HubSpot always check the availability of all users assigned to a meeting.

I’ve noticed a similar idea already present in our Ideas Forum:  Combine round-robin and Group Meeting Booking. To contribute, upvote the existing idea and share more details about your specific use case in the comments.

Best,

Diana

[JMayhew6]

Thanks Diana, 

I went and upvoted the idea, as well as replied with a description of our particular use case. 

Are you aware of any add-on software that integrates with HubSpot that might provide a meetings feature like this? I reached out to Calendly, since I know they integrate with HS, but I haven't heard back yet...

[tcampb · Accepted solution]

Hi @JMayhew6 ,

Calendly supports this feature, you can find more information using the link below. This feature lets you set a multi-person event with a mix of “hosts that will always attend” and a “rotating pool” of other hosts.

https://help.calendly.com/hc/en-us/articles/17861547344663-Scheduling-with-multiple-groups-of-hosts#...