central calendar

[VicciC]

Hi, 
I am trying to create one central calendar for the whole sales team to view so we can all see when people have meetings. The meetings are over a 4 day period as it is for a trade show they are attending and we need to see when people will bebusy with customers. Meetings are predominantly set up using hubsot meeting scheduler but some will be entered manually. Ideally I'd like tokeep it all in Hubspot but if we need to take it externally we will do. Thanks

[karstenkoehler · Accepted solution]

Hi @VicciC,

It looks like you're on a Starter subscription – unfortunately options here are limited. In a subscription with access to the custom report builder, you would create a report based on the data source meetings: https://knowledge.hubspot.com/reports/create-reports-with-the-custom-report-builder

The idea would be to create a table view with meeting name, date, time and filter the report by the date range.

Without reports, there is a private beta (Settings > Product updates) for a meeting index page where one could create a filtered view. Since it's a private beta, however, you'll have to be patient for a bit longer. It's called "Meetings index page and custom meeting properties". If you see, you can request it.

Best regards

[indiracatmedia · Accepted solution]

@VicciC,  answering what you could do if you are on a higher subscription tier.

If you are on a Sales or Service Pro or above subscription, you can centralise meeting scheduling using a round-robin calendar, which ensures that any contact booking a meeting will be assigned to an available team member at the selected time. For this to work ensure all team members have integrated their calendars with HubSpot and a sales/service seat assigned. We usually use this approach to book booth meetings. 

How to do it? From the HubSpot account, navigate to the Meetings Scheduler and create a new scheduling page. Select the Round Robin option. You can customise the scheduling page by setting specific availability for the trade show’s 4-day period, adding booking durations, and ensuring time zones align with your team. Once the page is live, share the link with the team and customers to streamline scheduling. Team members with connected calendars will receive notifications for booked meetings, and these will automatically appear in their calendars.

For tracking manual entries, ensure you have enabled the "Track call and meeting types" feature in HubSpot.

Then, as @karstenkoehler said, you can create a custom report and filter by meeting activity, so you can visualise those manual calendar entries and those booked directly via the meeting scheduler. 

You could build something like:

To filter easily, either follow a clear naming convention for the event so you can use the meeting name to filter, add a new meeting type, or create a custom meeting property (in BETA).

You can also leverage the event with workflows to set properties, send internal notifications, etc. If you have Marketing Hub Pro or above, you can also send automated emails.

If you are indeed in Starter, the best option would be to join the BETA for the "Meetings index page and custom meeting properties" available to all hubs and tiers.

I hope this helps with your goal! Have a great day! Cheers!

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[karstenkoehler · Accepted solution]

Hi @VicciC,

It looks like you're on a Starter subscription – unfortunately options here are limited. In a subscription with access to the custom report builder, you would create a report based on the data source meetings: https://knowledge.hubspot.com/reports/create-reports-with-the-custom-report-builder

The idea would be to create a table view with meeting name, date, time and filter the report by the date range.

Without reports, there is a private beta (Settings > Product updates) for a meeting index page where one could create a filtered view. Since it's a private beta, however, you'll have to be patient for a bit longer. It's called "Meetings index page and custom meeting properties". If you see, you can request it.

Best regards

[VicciC]

Thanks for the speedy response.

With this option I would have to keep running reports for the updates – there isn’t a way to see a ‘live’ version?

I’m not sure if my account is a starter subscription. If it was mor than a starter would there be more functionality available to do what I need to do?
thanks

[karstenkoehler]

@VicciC reports are live / reflecting data in real time, no need to re-run them.

Within a Starter subscription, those are the options I see. I am not aware of any workarounds inside of HubSpot beyond what I have described.