Question about HubSpot's meeting tool

[Iscrisvesu]

Hello everyone.
I have a question about HubSpot’s meeting scheduling tool.

Right now, I can only create meeting links tied to individual users’ calendars, for example a sales representative or our CEO. However, this creates two issues for us:

• The sales representative changes over time, so their calendar is not stable.

• The CEO has very limited availability, and we do not want his schedule to restrict bookings.

Is there any way to create a meeting link in HubSpot that works independently from an individual user’s calendar and offers more flexible availability for the team?

Thank you in advance for any suggestions or alternatives you have implemented.

[karstenkoehler · Accepted solution]

Hi @Iscrisvesu,

Meeting links always reference the availability of the user's connected calendar - either in individual meeting links for just one person or in group meeting links. This behavior cannot be changed.

Group availability is explained here: https://knowledge.hubspot.com/meetings-tool/understand-group-and-round-robin-meeting-availability

To address your points:

---

@Iscrisvesu wrote:

The sales representative changes over time, so their calendar is not stable.

---

Wherever their calendars are being used, they should be replaced whenever a sales person leaves the company. The calendar itself is "stable", I would say. It reflects availability correctly as long as the sales person works for the company. (It's not like a new hire at your company takes over the calendar events of an exiting employee, are they?)

---

@Iscrisvesu wrote:

The CEO has very limited availability, and we do not want his schedule to restrict bookings.

---

If they use their own meeting link, it'll show availability accordingly - but it won't affect the availability shown in the meeting links of other users. Meeting links aren't interconnected.

The CEO's availability would only limit shown availability if you select a group meeting link. This behavior can't be changed, I'm afraid. If that's something you want to avoid, the CEO should not be part of the group meeting link and be invited manually after someone books a meeting.

Best regards!

[loferialopez5]

HubSpot’s tool can be a bit rigid for team-wide scheduling. Some users find combining it with other productivity tools helpful for more flexible booking. I recently tried listary download for quick access to team calendars, and it made managing availability way smoother.

[karstenkoehler · Accepted solution]

Hi @Iscrisvesu,

Meeting links always reference the availability of the user's connected calendar - either in individual meeting links for just one person or in group meeting links. This behavior cannot be changed.

Group availability is explained here: https://knowledge.hubspot.com/meetings-tool/understand-group-and-round-robin-meeting-availability

To address your points:

---

@Iscrisvesu wrote:

The sales representative changes over time, so their calendar is not stable.

---

Wherever their calendars are being used, they should be replaced whenever a sales person leaves the company. The calendar itself is "stable", I would say. It reflects availability correctly as long as the sales person works for the company. (It's not like a new hire at your company takes over the calendar events of an exiting employee, are they?)

---

@Iscrisvesu wrote:

The CEO has very limited availability, and we do not want his schedule to restrict bookings.

---

If they use their own meeting link, it'll show availability accordingly - but it won't affect the availability shown in the meeting links of other users. Meeting links aren't interconnected.

The CEO's availability would only limit shown availability if you select a group meeting link. This behavior can't be changed, I'm afraid. If that's something you want to avoid, the CEO should not be part of the group meeting link and be invited manually after someone books a meeting.

Best regards!

[Iscrisvesu]

Yes, sorry. I meant that if the representative leaves the company, the URLs on the website, documents, email, etc. need to be changed because it is not a general option.

[karstenkoehler · Accepted solution]

@Iscrisvesu I'd recommend using a round robin link here (see my previous answer) and simply replacing users as they leave the company. You can edit who is part of the round robin meeting link.