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

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HubSpot Product Team

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.meeting booking.png

 

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 Savemeeting-clear-required-form-question.png

     

 

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.

get-phone-number.png

 

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.

 

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Community Manager

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


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Community Manager

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


日本語版HubSpotコミュニティーがあるのをご存知ですか?
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New Contributor

Ther is not showing like the button

 

 Screenshot (16).png

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Community Manager

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.

Analytics_Tools___HubSpot.png


日本語版HubSpotコミュニティーがあるのをご存知ですか?
言語設定を変更してアクセスしてみましょう!

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New Contributor
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
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Community Manager

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


日本語版HubSpotコミュニティーがあるのをご存知ですか?
言語設定を変更してアクセスしてみましょう!

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Join regional conversations by changing your language settings !