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Video: Why Should You Use the Meetings Tool? (1:24)

In this video, you'll learn about the importance of using a scheduling tool to remove friction from your sales process.

Hey, it’s Kyle from HubSpot Academy. Let’s talk about HubSpot Sales Meetings. Why should you use the Meetings tool?

Well, if you’re in sales, you probably spend a lot of time trying to meet with your leads. Even when someone wants to meet with you, actually getting time on the books can turn into a drawn-out and painful process. “How’s Thursday at 3?” “Thursday doesn’t work for me. Can you do Friday at 10?” “Friday I’m in meetings all morning. How about the afternoon?” And so on. It can take days just to find a time to meet--and sometimes your prospects give up before the meeting gets scheduled.

Your job as a sales rep is to clear the way and make it as easy as possible for your leads to progress towards becoming a customer. HubSpot Sales Meetings can help with this.

Once you have the Meetings tool set up, you’ll have a link that you can give to your contacts. When someone clicks that link, they’ll see available time slots pulled right from your Google or Office 365 calendar. And then they can book the time that works best for them. You can also embed your Meetings page on your website. With embedded meetings, prospects can bypass the lead routing process and book time with you directly from the website.

Meetings is an important tool that improves the service you provide your leads while helping you spend less time on administrative tasks.

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Quiz: Why Should You Use the Meetings Tool?

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Video: How HubSpot Sales Meetings Can Optimize Your Schedule (4:55)

In this video, you'll learn how to use HubSpot Sales Meetings to make it easy for your contacts to schedule time with you.

Let’s take a look how HubSpot Sales Meetings can optimize your schedule.

When someone clicks on your meeting link, they’ll be able to see your availability and book the time that works best for them. But this doesn’t mean you have to relinquish all control of your schedule. If you set it up right, the Meetings tool will funnel your leads towards the times that are best for you.

Here are 5 pro tips for getting the most out of Meetings:

First, be sure to set your default availability, minimum notice time, and buffer time.

These three settings keep you in control of your schedule. Without them, your contacts would be able to book you anytime you’re available--even if that’s two minutes from now, or right after another meeting you already have scheduled, or at 3:00 in the morning. Which would be terrible. But that’s not the way Meetings works, thanks to these three settings.

Your default availability sets the days and times you want to meet with people. You can set it for different times on different days of the week, or your can set the same schedule for every day of the week. You can set it to match the hours you’re in the office, or you can restrict it to specific times that you want to meet with people. But whatever you choose will carry through, week after week, and keep your contacts from booking you at ridiculous times.

Your minimum notice time determines how much advance notice you need before a meeting. The default is 15 minutes, meaning that, if it’s 10:45 right now and your contact wants to meet at 11, they can book you if you don’t have anything else on your calendar. At the other extreme, you can require at least a week’s notice before meeting. Chances are, you’ll be somewhere in the middle. Figure out how much time you need to prep for a meeting, then set your minimum notice time accordingly.

Finally, your buffer time controls how much space you get between meetings. The default is no buffer time, meaning you can be booked back-to-back. That’s really great for some sales reps, and just lousy for others. You can set your buffer time as low as five minutes or as high as an hour, whatever works best for you.

Next, create multiple meeting links.

Maybe you’ve been thinking, “Well, I need more advance notice and buffer time for my consultations, but I’m okay with doing discovery calls on the fly.” If that’s the case, you can set up multiple meeting links, each with its own constraints. You can also give individual links a different availability than your default availability. So if you only hold consultations on, say, Thursdays, you could make a link that only lets people book you on that day.

You can also set the meeting durations for each link. So if you want some meetings kept to 15 minutes and others to be a full hour, you can create different links for those, as well.

Next, set up your form questions.

Whenever someone books time on your calendar, they’ll have to fill out a form. You control what information gets collected on this form. It might be just the basics, such as their name and the phone number you should call them at. But you can also ask open-ended questions, like “What do you want to talk about?” or “What’s the best way to reach you?”

Don’t ask too many questions, because that can get overwhelming, but be sure to gather enough information that you know what you’re getting into when you go to the meeting. You can also use this form as a way to qualify people and weed out anyone who isn’t going to make good use of your time.

Next, use the Last Meeting Booked property.

Anytime someone uses the Meetings tool to book time with you, a property called Last Meeting Booked will be updated on their contact record with a timestamp for when the meeting is scheduled to occur. You can then use this information in your custom views inside HubSpot CRM.

For example, if you have a custom view for following up with people, you’ll want to exclude anyone who has a meeting already scheduled. Or you can use this property to create a view that shows everyone you have a meeting with tomorrow so you can send out reminder emails.

Finally, spread your meeting links around.

Creating meeting links is great, and all, but they won’t do you any good unless your contacts actually see them. So sprinkle them into your email templates. Have your marketing team include them in the content they send to qualified leads. Put one in your email signature. Scatter them around and see who books time with you. If you have good questions on your form, you’ll know what these meetings are for as they come in, so there really isn’t a downside here. And you might be surprised who digs up an old email from you and uses the link in your signature to book a meeting months after the fact.

You can also embed your Meetings page on your website. If your website has an option to “Request a Demo” or “Contact Sales,” put your meetings page there and let interested people book time with you directly.

The goal here is to make it as easy as possible to let people buy from you. The less work it is for someone to schedule a meeting with you, the more meetings you’ll have. And the more meetings you have, the more deals you’ll close. So set up your meeting links, send them out into the world, and see what happens.

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Video: Meetings in Action (2:01)

See how Bob uses HubSpot Sales Meetings to get his contacts to book time on his calendar.

Let’s take a look at how you might use Meetings in your day-to-day. We’ll use the fictional example of Bob, a sales rep who works at a landscaping company called Groundskeeper, Inc. He sells landscaping services to small property management companies. Because he works primarily with business owners, it can be hard to find time in their busy schedules to have a meeting. So Bob uses meeting links to make things as easy as possible.

Bob has found that the initial meeting is the hardest one to set up, so he’s creating a special link just for first-time meetings.

He sets up the link to only give people the option to book 20-minute meetings. Since his prospects tend to be so busy, he’s found that they’re more likely to book a shorter meeting the first time around. He also sets the link to require at least an hour advance notice, so he can have time to research the prospect’s company before getting on the phone with them.

Bob is also putting a lot of thought into the form questions for this link. Since it’s only going to be used for first-time meetings, he wants the form to collect information that will help him qualify the leads who book time with him. So he adds a question about how many locations need landscaping because that’s how Bob measures the size of his clients. He also asks an open-ended question about the sort of landscaping they need help with, so he can have an idea of what services they’re looking to buy.

Now that Bob has a special link for first-time meetings, it’s time to put it to work. He creates an email template for scheduling a first-time meeting and inserts the link as the main call-to-action. To take his scheduling efforts to the next level, Bob makes this template the first step in a sequence. Then he adds four follow-up templates, modifying them so they all include his new meeting link. He now has a sequence he can use anytime he’s trying to schedule a first meeting with a new lead--and because Sequences and Meetings were designed to work together, the sequence will terminate when the person books a meeting, even if they don’t respond to Bob’s emails. So the tools take care of the scheduling, and Bob spends the bulk of his time on the phone with interested prospects.

Bob, you’re the man.
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Tool Walk-Through: Creating a Personal Meeting Link (2:20)

A brief demonstration of creating a personal meeting link.

Custom meeting links give you more control over the booking process. To create a custom link, click the Create Meeting Link button and select Personal.

Here at the top, you’ll see your picture and this default header. These will be displayed at the top of the page where people book a meeting with you. If you’d like to change either of these, click on them.

Next is the meeting name. This is the name you’ll look for when you want to find the link to share with someone.

The URL of the link automatically updates to the name you give the meeting, but this can be changed if needed.

Next, set the location of the meeting. This will be added as the location in the calendar invite that you and your prospect receive.

You can also set the description, which will also be included in the invite.

Finally, set the duration options. You can create multiple options if you like or limit people to one specific amount of time.

On the next page, you can decide whether you’d like this meeting link to use your default availability or have its own custom availability. If you want this link to limit people to a particular day or time of day, this is the place to do it. If you’d like to just stick with your default availability, click next.

Here you can control what information a person has to provide in order to book a meeting with you. Name and email are asked for by default. You can also ask for phone number and any other information that maps to your contact properties. Or you can add a custom question, such as “What do you want to discuss?” This information will be collected from everyone who uses this link to schedule a meeting with you, and it will be sent to you in an email each time a meeting gets booked.

This page also lets you set your minimum notice time, which establishes how much advance notice you need before a meeting, and your buffer time, which controls how much space you get between meetings.

You can also limit how far into the future people will be able to book time with you. The default lets them book you this week and next week, but you can allow bookings up to 6 weeks in advance.

When you’re done, click the Save Changes button and you’ll be able to start using this link right away.

When a person clicks a link, they’ll see your picture and availability, and they’ll be asked for the information you requested.

When they book you, you’ll both receive a calendar invite, and you’ll get an email with all the details.
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Tool Walk-Through: Creating a Team Meeting Link (1:01)

A brief demonstration of creating a meeting link that uses availability from multiple team members' calendars.

In addition to creating meeting links for yourself, you can also create team meeting links. To do this, click the Create Meeting Link button and select Team. You’ll then see two options: Group Meetings, and Round Robin Meetings.

Use Group Meetings when multiple people from your organization need to meet with a contact. For example, if you need a sales engineer to join you on a call, you can select their name from the dropdown, and then the meeting link you create will look at both your calendar and the sales engineer’s calendar and only show times when you’re both available.

Round Robin Meetings allow your prospects to choose a time that works best for them and meet with whoever on your team is available at that time. Setup for Round Robin Meetings works the same as group meetings--just choose the relevant team members from the dropdown.

The difference is that, when someone goes to book, they’ll see the name of your company, and they’ll be able to choose any time that any one team member is available. The meeting will then be scheduled on that team member’s calendar.
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Tool Walk-Through: Embedding and Branding (1:00)

A brief demonstration of how to embed a meeting page and make it match your website's branding.

Embedding your meetings page on your website is a great way to connect with prospects early on in their buyer’s journey. You can embed the meetings page for any of your links by hovering over that link and then clicking the Embed button. This popup gives you the code to copy and paste into your website’s source code.

Chances are, the default Meetings page doesn’t match the styling of your website. You can fix this by going to Settings and selecting Branding. Here, you can upload a company logo and change the accent colors of the Meetings page to match the theme of your website. You can select one of these standard colors, or, if you want to be sure to match your website exactly, you can enter the hex code for a color your website uses. Then save the changes, and that branding will be reflected on all of your meetings pages--whether they’re embedded or not.