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

[treinken]

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.

[PamCotton]

Portuguese version / Versão em Português : https://community.hubspot.com/t5/Dica-truques-e-práticas/Use-a-ação-bot-quot-Agendar-uma-reunião-quo...

[natsumimori]

日本語版はこちらからご覧ください（Japanese version is now available!）

[ahujarachit33]

Ther is not showing like the button

 

[natsumimori]

Hi @ahujarachit33 ,

It seems like you are in the settings page. 

To follow the steps described in @treinken 's post, you will need to navigate [Sales] > [Meetings] from the nevigation bar at the top.

[ahujarachit33]

I have seen that but it show me that I have only 1 meeting code and in that all the field is not be customized

[natsumimori]

Hi @ahujarachit33 ,

For Free CRM account, 1 meeting booking page is available and some fields are not customizable. I wanted to share these articles for your referece:

Set up the meetings tool

Create and share meetings links

[SarahMayo]

Unfortunately still neither of these workarounds are whole solutions.

Approach 1 means that neither of the optional field captures will get asked or recorded during the chatflow.

Approach 2 means that those other questions that you add to the chatflow will be usable in the meeting confirmation emails.

We would love to see the ability to add custom field capture for meetings to chatflows.