How to set up a meeting scheduler in HubSpot

To set up a meeting scheduler in HubSpot, create a meeting link, connect the calendar that should check your availability, and publish the booking page with the meeting details you want prospects to see. Then test the link yourself so you can confirm times are showing, the form submits, and the meeting lands on the right calendar. If a setting isn’t where you expect it, HubSpot labels can vary a little by account and plan, so check the Meetings tool or your scheduling settings in HubSpot navigation.

Prerequisites

• Access to the HubSpot account where you’ll create the meeting link.
• Permission to connect the calendar that will be checked for availability.
• The details you want to publish: meeting name, length, location, and any booking form fields you want to collect.

Set up the meeting link

1. Open HubSpot and go to the Meetings tool or the scheduling settings in your HubSpot navigation.
2. Create a new meeting link.
3. Connect the calendar that HubSpot should check for availability.

4. Set the meeting name, length, location, and any booking page details you want to show before someone schedules.
5. Choose the days and hours when people can book, then add buffer time if you want space before or after meetings.
6. Customize the booking link and the form fields on the booking page so you collect the information you actually need.
7. Save or publish the meeting link, then share it with a prospect or teammate by copying the link and sending it in email, chat, or another channel you use with them.

Check the booking page settings

When you review the meeting settings, make sure the booking page details still match what you want people to see. That includes the meeting name, the length of the meeting, the location, and any custom form fields.

If HubSpot lets you choose between multiple calendars or availability rules, confirm the one you picked is the one that should control this link. If the wrong calendar is connected, the availability shown to prospects can be off even if the booking page itself looks fine.

Test the link and confirm it works

1. Open the meeting link in a private or incognito browser window.
2. Check that available days and times appear the way you expect.
3. Fill out the booking form and submit a test booking.
4. Confirm that the meeting is created on the connected calendar and that the booking details match the settings you chose.

If the page opens but no times appear, go back and recheck the connected calendar, the available days and hours, and any buffer time or booking limits. If the form will not submit, review the required fields and the booking page details before trying again.

Conclusion

You know the scheduler is ready when the booking page shows the right availability, the form submits, and the test meeting appears on the intended calendar with the details you set.