Use the 'Book a Meeting' bot action with custom fields

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When using the Book a meeting bot action, the bot will ask the visitor a few questions to help facilitate a meeting booking. However, meetings links with custom form fields cannot collect answers from customer responses through the chatflow and will instead send the meeting link in response to a visitor’s inquiry. The visitor can still use the link to book a meeting, but it can lead to a disjointed experience for the visitor.

There are two ways you can set up your chatflow to successfully book a meeting through the meetings link while still using custom form fields.  

Don’t require answers to custom form questions on the meetings link

• In your HubSpot account, navigate to Sales > Meetings.
• Hover over the link you want to edit and click Edit.
• In the left sidebar menu, select Form questions.
• Clear the Required checkbox next to a custom field.
• Click Save

Create a new meeting link for the bot’s use only

You can also create a bot-specific meeting link with no custom fields. You could still capture the information that you were asking for when using a custom field, but can do so with additional bot actions instead of custom fields on the meetings link.

For example, you could use the Ask a question action to ask for the visitor’s phone number and save their response to the Phone number contact property.

Then you can use the Book a meeting bot action to set up a meeting with the visitor using your bot-specific meeting link. To set up a meeting link with no custom fields to use in your bot action:

• In your HubSpot account, navigate to Sales > Meetings.
• In the upper right, click Create meeting link, then select Team.
• Continue setting up your meeting link following the instructions in this Knowledge Base article: Create a team meetings link.

Keep in mind that any meetings booked using the bots tool will update the contact’s properties, but won’t count as a form submission.