How to create a calendar
Creating an appointments calendar in HubSpot is done through the Sales Hub Meetings tool, which generates a personalized scheduling link. The process includes connecting your calendar (Google or Outlook), defining available hours, meeting duration, and configuring the booking form. It takes 25 to 30 minutes. In Teeo, you describe your availability and the assistant configures the calendar.
How to do it in Teeo
“Create a sales calendar available Monday to Friday from 9am to 6pm with 45-minute meetings”
Your calendar is configured with available times and the link to schedule meetings.
How to create a calendar in HubSpot: step by step
Requirements
- ·HubSpot's free plan includes 1 personal scheduling link with basic features.
- ·Team links (round robin, collective) and more customization require Sales Hub Starter ($45/month) or above.
- ·Requires connecting Google Calendar or Microsoft Outlook for availability synchronization.
Connect your Google or Outlook calendar
Before creating the Meetings link, you must connect your calendar. Go to Settings > General > Calendar and connect your Google Calendar or Microsoft Outlook. Follow the OAuth authentication process to authorize the connection.
Access Sales > Meetings
In the top navigation bar, click 'Sales' then 'Meetings'. You'll see the list of existing scheduling links. Click 'Create scheduling page' or 'Create meeting link'.
Select the meeting type
HubSpot will ask for the link type: 'One-on-one' (individual, one agent), 'Group' (multiple team members available), or 'Round robin' (rotation among agents). For a personal calendar, select 'One-on-one'.
Configure the basic meeting information
Write the meeting type name (e.g., 'Sales meeting'), add an optional description, and define the duration: select 45 minutes in the duration selector. You can also add multiple optional durations.
Define available days
In the availability section, activate the days when you'll receive meetings. For Monday through Friday, activate the Monday, Tuesday, Wednesday, Thursday, and Friday checkboxes. Deactivate Saturday and Sunday.
Configure the hours for each day
For each active day, define the available time range. Click the time range and configure: start at 9:00 AM and end at 6:00 PM. Repeat for each business day.
Configure notice period and buffer time
In the advanced options, define the 'Notice period' (minimum lead time to schedule a meeting, e.g., 2 hours) and 'Buffer time' (time between consecutive meetings, e.g., 15 minutes) to avoid back-to-back meetings.
Customize the booking form
In the 'Form' section, define what fields the visitor must complete when booking: name, email, company, phone. You can mark fields as required or optional. This data will automatically be created as a contact in HubSpot.
Configure the confirmation message
In the confirmation section, write the message the visitor will see after booking a meeting. You can also configure a redirect to a specific URL (e.g., thank you page) and customize the automatic confirmation email.
Customize the scheduling link URL
Customize the link URL (e.g., meetings.hubspot.com/your-name/sales-meeting) to make it easy to remember and share. The custom slug is available on paid plans.
Save and share the link
Click 'Save' to save the configuration. Copy the generated link and share it via email, WhatsApp, or include it in your email signature. The link will be available immediately for clients to schedule meetings.
Frequently asked questions
Does HubSpot's Meetings tool work without connecting Google Calendar or Outlook?
No. For the Meetings tool to work correctly and show real-time availability, you must connect your Google Calendar or Microsoft Outlook. Without this connection, the system cannot verify if you have existing meetings and overlaps may occur.
How many scheduling links can I create in HubSpot?
With the free plan you can create 1 personal scheduling link. With Sales Hub Starter you can create multiple personal and team links. With Sales Hub Professional and Enterprise you have group and round robin links without significant restrictions.
Can the HubSpot Meetings link be customized with my own domain?
Partially. The base URL is meetings.hubspot.com/your-name/ and you cannot change the base domain unless you use HubSpot CMS with your own domain. However, you can customize the final slug of the link (the part after your name) on paid plans.