Round Robin Meeting Bug?

[salesperson]

Our BDR team currently each own their meeting calendars to book demos for our AE's. Each calendar is a round-robin with multiple AE's on them.

This morning, one of our rep's google calendars was disconnected from HS. This caused the meeting link to show tons of available times (maybe all typical time slots?) that were not actually available.

We know this because the other reps were fully booked for the next 3 days, as well as the one that was disconnected. Yet it showed available times to book today and the next 3 days.

The link still allowed someone to book a time, but our notifications would not show who did it, what time they booked, or with which rep it was booked with. Essentially, it was a ghost booking.. it did not even log it under the contact in HS.

Luckily we caught this fast, and figured out that removing the AE from the round robin until their calendar was reconnected to HS fixed everything. Our company has massive inbound flow, so this could have been quite a pain to retrace all of the leads that booked a ghost time if we didn't find it so quickly.

Might be something that HS needs to look into? When a team member's calendar is disconnected from HS when they are in a Round Robin meeting link, it isn't properly defaulting to only look at the remaining connected calendars to show accurate times of availability.

[franksteiner79 · Accepted solution]

Hi @salesperson 

That is something I would flag with HS Support, if you haven't done so yet. This here is a community of volunteers, so it's good to know but nothing we can do about it.

What you have described is definitely unexpected behaviour - ultimately if a calendar is disconnect, it and the corresponding user simply become unavailable because HubSpot can neither access the calendar nor its free/busy information. So if anything, it should have become less possible to book meetings.

But like I said, something for HS Support to take a closer look and check the logs.

Frank