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      Unified - How To - HubSpot Meetings Link Navigation

      Here's a knowledge base article on navigating through HubSpot's meetings link interface, including how to edit your own meeting link settings

      Steps:

      I. General

      1. First, connect your Google calendar with your HubSpot account. You can either do it under Settings (Go to Settings > General > Calendar) or directly in the Meetings Link Interface (Library > Meetings Scheduler).
      2. If you already connected your calenar, go to Library > Meetings Scheduler
      3. Under Owner, find your name and your meeting link will pop up
      4. Hover over to the meeting link and you will find 3 buttons on the right. Click "Edit"

      II. Overview Tab

      1. In the Internal Name field, put "Meeting with <your full name>"
      2. Under Event Title, copy and paste the following:
         
        *<Contact: First name> *<Contact: Last name> & <your full name> | StudioHawk SEO Agency
      3. Under Description, copy and paste the following:

        Hello *<Contact: First name>,


        You will be meeting <your full name> – <job title> @ StudioHawk.


        The meeting will be on Google Meets – Meeting link is in the calendar invite. (If you are unable to access the link - let me know)
      4. Add the StudioHawk website link (https://studiohawk.com.au/) as a hyperlink in "StudioHawk" on the description text.
      5. Turn on the "Cancel and Reschedule" switch

      *Change to contact tokens. To find the contact tokens, go to Personalize > Contact Token

      III. Scheduling Tab

      Under the Schedule Tab:

      1. Set the Scheduling Title to "Meet with <your full name>"
      2. Set duration options to 30 mins and 1 hr
      3. Set time zone to UTC +10:00 Australian Eastern Time
      4. Set Availability Window to Mon - Fri and times to 9:00 AM and 6:00 PM
      5. Under Additional Settings:
        1. Under "When a meeting can be scheduled", set it to "Over a period of rolling time" and set the rolling time to 8 weeks
        2. Under Minimum notice time, set it to 1 day
        3. Set Buffer time to No buffer time
        4. Set Start time increment to 30 minutes

      Under the Form Tab:

      1. Add the following fields to the form:
        1. Website URL (Add this from Contact Property)
        2. Provide any relevant information for our meeting (Add this as a Custom question)
      2. Enable Allow guests
      3. Under Additional Settings, enable "Pre-populate fields with known values"

      Under the Confirmation Tab:

      1. Ensure that the Display default confirmation page is selected

      IV. Automation Tab

      1. Enable Confirmation Email
      2. Set pre-meeting reminder to the following:
      3. Under Customize your reminder email, copy and paste the following:
        • Subject Line
          <Contact: First name>, a reminder for our upcoming meeting
        • Body
          Hello *<Contact: First name>,
           
          This is a friendly reminder that we have a meeting booked on:
          *<Meeting: Date> *<Meeting: Time>
           
          We'll be talking about the following:
          <Meeting: Description>
           
          I look forward to meeting with you,
          <Host: Signature>

      *For contact's first name, get contact token from Personalize > Contact Token 

      *For meeting date, time and description, get meeting tokens from Personalize > Meeting Token

      *For the signature, get the token from Personalize > Host Token

      Loom Video:

      Additional Notes:

      1. You can add a videoconference link (in this case, Google Meets) in your meeting link if you like, which is under the Overview tab
      2. For the duration options, it's recommended to include 15 and 30-minute ones and 1-hour ones
      3. You can consider only working hours in the meeting link, so only slots within the availability window will be shown
      4. You can insert contact or company tokens (i.e. Company name) in the event title so you can customise that based on which contact/company (based on the form submission) is going to havea a meeting with you
      5. You can add a description as well as add a Cancel and Reschedule options in your meeting link, which helps the lead/client to easily do those ones from their end
      6. You can also change your meetings URL by going to Settings > General > Calendar and go to Meetings. An example screenshot below is shown on how you can customise your meetings URL (it is recommended to set it to your full name)