Hey HubSpotters today I'm going to tell you about an awesome tool available
right inside the HubSpot CRM called the meetings tool it's available on all the
versions of the HubSpot CRM including the free version so everybody can use it
which is great the only difference is the free version is only going to allow
you to set up one meeting link while the starter version and the Sales
Professional version will you allow you to create multiple links so you can set
up a bunch of different meeting types if that's what you want to do a couple
small other changes or differences between the versions and I'll explain
them kind of as we go so what you're looking at here is what happens when
somebody clicks on your meetings link so what this is designed to do is eliminate
all that back-and-forth that you have when you're trying to schedule a meeting
with a prospect or customer so all the time there's email back and forth asking
them if they want to meet when they're available and then trying to find a time
that works for both of you can you know it can take a lot of emails and a lot of
time to get that all set up so with the meetings tool you get a link you can
send that link out to them and then when they click on that link they'll see a
screen like this that allows them to book a meeting directly on your calendar
so they click on the link they come to a screen like this I have this particular
meeting set up so that they can book any time this week or next week as you can
see the days that are kind of brighter here are options for them to book a
meeting so they click on the day that works best for them I have this meeting
set up to be either a 15 30 or 60 minute meeting so they can select their
duration just by clicking on any of these circles here and then once they
pick the duration they want they can find a time that works best for them so
the way that it works is it's integrated directly with my Google Calendar so any
meetings that I have on the 14th will already be blocked off here so it won't
be an option so you'll see there's less options if they want to do an hour-long
meeting that if they wanted to do a 30-minute meeting because I've got some
meetings scheduled on that day so let's say they wanted to do a 30-minute
meeting on the 14th at noon so they can click there you're going to fill out
this form which will also set up when we set up the meetings link once they fill
it up they'll hit confirm and it's going to put the meeting directly on to your
calendar it'll send you an email notification as well and it's going to
email them a calendar invite so they can easily put it on
their calendar you'll also be able to customize the details of that meeting
invite so for example for this meeting I have it set up so that it has a
conference call online details all in there so they can just call into that
conference line at the time of their meeting so now let's show you how to set
that up so I'm going to do that in our test portal our test portal is set up
with the free version of the CRM so those of you that are on the free
version this is exactly what you'll see and I'll point out some additional
things that you get if you're on the sales starter or sales professional so
the first thing that you're gonna want to make sure that you do is make sure
that you're on your sales screen so if you have the marketing tools as well
you'll see you know you'll be able to select this sales or marketing drop down
you want to make sure that it says sales in this top left hand corner then you're
gonna go to sales tools and meetings so the first thing that's gonna have you do
is connect to your Google Calendar or your office 365 calendar I use Google
Calendar so I'm gonna hit that option quick it's gonna ask you to accept some
terms and then it'll have you sign in to Google with the accounts that you want
to use so get signed in really quick alright so I'm all signed in it'll have
you accept these terms and conditions quick hit allow and then it'll take just
a couple seconds to integrate with your calendar so this is the first thing
you'll see if you haven't set it up or played around in this tool it'll walk
you through a quick little tutorial though it doesn't walk you through
everything so I'm gonna go through this tutorial with you and then I'll show you
some of the things that you need to go back and change so the first thing that
it's gonna have you do is set your availability so it's automatically gonna
block off any meetings that you already have on the calendar you just integrated
with but you know you probably don't have any meetings set up on that
calendar for 3 a.m. but you also don't want to allow your prospects to your
customers to set up a meeting at 3 a.m. so let's say you wanted to do 9:00 to
5:00 Monday through Friday so the easiest way to do that is to hit this
little copy button here and check on the days that you want that availability
copied to hit apply and that's all across the board you can also
kind of add blocks in and delete them as you wish so you don't have to have the
same ability on every day if you don't want once you have your availability all
set up you go ahead and hit next and this is where it's gonna have you build
the form so this is one of the differences that you have when you're on
the free version versus sales starter or sales professional so if you have a
starter a professional you can add other questions here and build out this form
however you would like if you're on just the free version of the HubSpot serum
you'll just be able to do the first name last name and email although that's
usually enough for the people that are using that free version so you'll set up
your form then hit next and it's just gonna walk you through a little bit of a
tutorial on what it looks like for your customer just so you have an idea so you
can walk through and set up a test meeting if you want this is what it
looks like on desktop as I showed you earlier and then this is what it looks
like on mobile so nice clean mobile experience you pick your day and then it
kind of walks you through the rest of those steps so after you're done playing
around with that you can hit next and it's gonna give you the link so you can
use this link I send it out in your email you can put it on a webpage if it
makes sense there so I'm gonna walk you through a couple of things you want to
go back and edit after this tutorial before I do that I want to point out one
other difference that there is between the free CRM and the start on the
professional and that's being able to embed it on your website so we use this
quite a bit because we're on the sales professional I'll show you how we use it
a use case for that at the end of the video but just kind of know that that is
that is another difference that you have there so I had done after that's all set
up okay so now you're gonna want to go back in and customize some settings so
you're gonna go back in here and hit edit so this is that meeting that you
just set up and this is the link you can send out when I hit EDX I want to make a
couple more changes so this page allows you to change the name of the meeting or
that the headline that's going to show up on that meetings page so you can see
you know here I have find a time for a call with Tyler just a little bit more
personal than this here and that meeting link I only use for people that are
remote or people that I just want to have phone conversations with so find it
time to meet with me it doesn't make as much sense you can also change this
meeting name so this is gonna be that internal
meeting and so it's also going to be the text that when you insert it into an
email using you can actually use this a drop down inside the contact record in
the CRM if you're emailing from inside there you can also do that if you've got
the Google Gmail integration so whenever you do that this is the text it'll
appear there so you might say something like click here to book a time of my
online calendar that might make more sense although remember that this is
also that internal name so if all of your meetings are called that makind of
hard for you to determine which meaning is which in that drop-down just kind of
depends on what makes sense for you you can always change that text and the
email as well so it's not too important that this is nailed down right now down
here you set your duration so if you want to allow you know 1530 minutes or
an hour or let's say you're just gonna use this to set up an hour-long meeting
you can delete those durations if you wanted to add another like let's say ona
had that 30 minute duration back in there I can do that so click add a
duration and then just type in whatever that duration is so that's the settings
on this page this next screen is pretty important and they hide a lot of that
important stuff under that Advanced Settings so don't skip over this but
first we're gonna talk about this stuff so location this is this is gonna be the
details that show up in the calendar invite that goes out to your prospects
email after that book this time so like I mentioned I have our conference line
details in there that's I put that here for meetings that are going to occur at
our office I've got a meeting type set up for that and I have the address of
our office here the subject will be what is the name of the meeting on their
calendar and also the subject of the email for the calendar invite that goes
out and then you can add any other details here so now these Advanced
Settings these are pretty important for your own time management so this minimum
notice time and this buffer time or what I'm talking about here so minimum notice
time right now the way that it's set up is I can schedule a meeting or somebody
could schedule a meeting with me that's gonna happen 15 minutes from now that
for me that's some enough notice time so I usually I have this set up for a few
hours for most of mine you could even do a day if you wanted to so just keep this
in mind you're probably going to want this to be longer than 15 minutes buffer
time is going to be the amount of time that it adds to as before and after each
meeting that's on your calendar so let's say I've got a meeting at 1:00 it's
gonna get over at 2:00 right now the first time somebody could book maybe
2:15 so if you've got to do a call prep or you're doing in-person meetings
you've got to travel between locations you may want that buffer time to be a
little bit higher this is how far into the future they can schedule it so like
the one I showed you was this week and next week you can add more time to that
if you want and then you can do language date and number format if you're working
in a different language our platform is set up for English so we don't have to
change any of those settings so make sure that you click into these Advanced
Settings and get those set up the way you want everything else in here is
going to be what we saw in that first tutorial so availability the forum and
that's going to be hit so if you have the sales starter or sales professional
you can create more links all you have to do is come up here and you can create
a personal is just like the one we created you can also create some meeting
links for your team so if there's gonna be more than one of you in the meeting
it'll look at all of the calendars for the people involved and find the times
that are available put the meeting invites the calendar
invite on all of those calendars that are linked up so that's pretty helpful
for team situations as well so I've got my one set up so you can use this
thinking it's in this link out in any email right now and people could book
meetings with me so I want to show you just real quick how we use meetings for
our company since we have that Sales Professional version we can have
multiple meeting links so jump back over here so you can see I've got you know
quite a few different versions don't go through all of these but you know
everything from just a call with me that I use for our customers to a connect
call that I use for prospects that I'm just trying to qualify you can see I've
got this limited to 20 minutes got my meet with me so that is the version that
is set up for an in-person meetings a little bit more buffer time it's got our
office address in there this 30-minute marketing consultation is what I want to
dive into a little bit deeper because this is the one that we use that option
where allows us to actually embed that tool into our website so I'm gonna show
you how we use that really quick I'm going to go to our website so if
you've ever been to our website you probably noticed that we do we have free
consultation call to actions pretty much everywhere so I'm gonna click on that
I've got this set up with a landing page so this is just a hub spot landing page
we've got a forum here that asks a bunch of questions to help us prepare for the
the consultation that we're having with that prospect so this is pre-populated
with my information since we use hub spot so I'm gonna go ahead and schedule
my call and then it takes us to a thank you page it's also in hub spot that has
that embedded in it so this allows us to you know customize this with the look
and feel of our website has some instructions for a prospect so it
basically gives us a little bit more room to work with and flexibility than
just the default page that looks like this so that's how we use that embed
tool if you're using starter or sales professional that's gonna be an option
for you so that's all there is to it I hope that meetings tool gives you a ton
of value and gives you some of your time back I know as salespeople that time is
super important so hopefully this was helpful for you how do you. Happy Hubspotting!