---
title: Create and share meetings links
description: Create and share meetings links
image: https://hubspot.lqdt.com/hubfs/Create-and-share-meetings-links.jpg
---

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# Create and share meetings links

By Megan B

![](https://hubspot.lqdt.com/hubfs/Create-and-share-meetings-links.jpg)

Once you have connected your calendar and customized your meetings tool preferences, you can create meetings links to share with your contacts so they can easily book time with you. Booked meetings will sync with your connected Office 365 calendar so your appointments will always be up-to-date.

### Connect your calendar to HubSpot

Within your preference settings, navigate to your calendar integration (Your Preferences > General > Calendar), or here: [https://app.hubspot.com/settings/3282063/user-preferences/calendar](https://app.hubspot.com/settings/3282063/user-preferences/calendar)

- Click the orange button to **Connect your calendar**
- Select **Microsoft Outlook** and then **Connect your calendar**
- Select **Accept** **and connect to Outlook 365** to complete the process
- Follow the prompts on your screen to complete the Microsoft SSO login process

### Create meetings links

- In your HubSpot account, navigate to **Sales** > **Meetings**.
- To create a meeting link, in the upper right, click **Create meeting link**, then select **Personal**.
- Continue setting up your meeting link following the steps below.

### Customize your meetings link details

- On the *Details page*, edit the meetings link's basic information.
  
    1. **Meeting photo:** this photo will display at the top of your meetings link page. Hover over the photo and click **Change photo** to edit it.
    2. **Meeting headline:** this headline will display next to the meeting photo at the top of your meetings link page.
    3. **Meeting name:** the internal name that appears in your meetings dashboard and when you insert the meetings link into an email.
    4. **Meeting link:** the link that prospects use to book this meeting. This value is not editable after creation. In order to have a link at a new URL, you will need to create a new link.
    5. **Meeting type****: **choose a meeting type from the dropdown menu.
    6. **Duration:** the length of time visitors can book you for when clicking this meetings link. Click **+ Add duration **to add more options. When you're done editing your meeting details, click **Next**.

![1-3](https://hubspot.lqdt.com/hs-fs/hubfs/1-3.png?width=480&name=1-3.png)

### Customize your meeting configuration

- Add a meeting location and customize the invitation that will be sent to attendees.
  
    1. **Location:** include information about how you will connect with your meeting attendee. This can be a call-in link, a physical location, etc. This location will appear in the contact's calendar invite, and the event created on your default personal calendar.
    2. **Add videoconference link:** if you have a specific account like Zoom, you can add it here.
    3. **Invite subject:** the calendar invite name, and the name of the event created on your default personal calendar after the meeting is booked (e.g., Product Demo with Lauren). You can insert personalization tokens in the subject by clicking **Contact token** or **Company token**.
    4. **Invite description:** a description of the meeting that displays when a meeting is booked. This description will appear in the calendar invite your contact receives and the event created on your default personal calendar.
    5. **Language:** select a language for your meetings link.
    6. **Date and number format:** select a country for your meetings link's date and number styling.
    7. **Email notifications:** determine when confirmation emails will be sent to visitors who booked a meeting with you.  
           - By default, a confirmation email will be sent when someone books a meeting through this meetings link. To disable the confirmation email, click to toggle the **Send confirmation emails to prospects and customers immediately after they book meetings through this link** switch off.
           - To send reminder emails before a meeting, click to toggle the **Send pre-meeting reminder emails to prospects and customers who book meetings through this link** switch on.  
                   - To select how many weeks, days, hours, or minutes before the meeting that an email should be sent out, enter a **number** in the text field, then click the **Scheduled reminder email **dropdown menu and select a time measure.
                   - You can add up to three reminder emails. To add additional reminder emails, click **Add another reminder**. To delete a reminder, click the delete **trash can icon**.
                   - To include the invite description in the reminder email, select the **Include the Invite Description in reminder **checkbox.
                   - To preview the email your contacts will receive, click **Preview reminder email**. The language of the email will match the language selected in the *Language* dropdown menu. 
                   - When you're done customizing your meeting's configuration, click **Next.**

![2-3](https://hubspot.lqdt.com/hs-fs/hubfs/2-3.png?width=480&name=2-3.png)

### Set your availability

Set the days and times that you will accept bookings for this meetings link.

1. **Time zone:** click the **Time zone **dropdown menu and select a time zone.
2. **Available times: **use the **dropdown menus** to set the days of the week and duration of your available time slots. Click **+ Add hours **to add additional time slots.
3. **When a meeting can be scheduled:** enter the number of weeks from now that people can book time on your calendar. If you are creating a meetings link for an event or conference, you can specify a custom date range for booking. Select the **Over a** **period of rolling weeks** or **Custom date range** radio button, then select the number of weeks or use the **date picker **fields to set your time range. A custom date range cannot be longer than 10 weeks.
4. **Minimum notice time:** click the dropdown menu to select the minimum amount of time before a meeting that someone can book time with you.
5. **Buffer time:** click the dropdown menu to select the amount of buffer time between each of your meetings. The buffer time prevents meetings from being booked too closely together. For example, if you have a meeting from 1:00 - 1:30pm and have a buffer time of 30 minutes, the next available meeting time would be 2:00pm.
6. **Start time increment:** set the frequency of your meeting start times. For example, if you are available between 10:00am and 12:00pm for a 60 minute meeting and your start time increment is 15 minutes, a prospect can book 60 minutes with you at 10:00am, 10:15am, 10:30am, and so on. When you're done setting your availability, click **Next**.

![3-3](https://hubspot.lqdt.com/hs-fs/hubfs/3-3.png?width=480&name=3-3.png)

### Customize your form questions

By default, *First **Name*, *Last Name*, and *Email* are required when someone books a meeting with you. You can also add any contact property as a field or add a custom question.

- Click **+ Contact property **or** + Custom question**.
- Use the **dropdown menu **to select a property or enter a question in the field, then click **Save**.
- To make the field optional, clear the **Required **checkbox to the right of the field.
- You<https://knowledge.hubspot.com/account/manage-sales-hub-and-service-hub-paid-users>can redirect contacts to a specific website page, landing page, or external page after they book a meeting by selecting the **Redirect to another page **radio button. If you’ve installed ad network pixels, this redirect supports tracking meeting bookings with external networks like Google and Facebook. 
    - To select a HubSpot page, click the **dropdown menu **and select a **page**.

![4-3](https://hubspot.lqdt.com/hs-fs/hubfs/4-3.png?width=480&name=4-3.png)

- - To redirect to an external page, click **Add external link**. In the dialog box, enter the **URL**, then click** Add.**
- If you do not want meetings form fields to pre-populate with known information when a contact returns to your site, click to toggle the **Pre-populate fields with known values **switch off. Disabling this setting will automatically disable the *Auto-submit form when all fields are pre-populated *setting.
- To automatically submit the form when the form fields pre-populate with known data, click to toggle the **Auto-submit form when all fields are pre-populated **switch on.
- Click **Save changes**

**![5-2](https://hubspot.lqdt.com/hs-fs/hubfs/5-2.png?width=480&name=5-2.png)  
**

- When you're done editing your form questions and *Privacy & Consent options*, click **Save changes**.

### Share meeting links

Once you've created a meetings link, you can share it with your contacts or embed it on your website.

- In your HubSpot account, navigate to **Sales** > **Meetings**.
- Hover over the meetings link and click **Copy link.**

**![6-2](https://hubspot.lqdt.com/hs-fs/hubfs/6-2.png?width=480&name=6-2.png)  
**

Share the link with your contacts by adding it as a hyperlink in the body of your email or email signature. When a contact books a meeting using a meeting link with tracking parameters, the parameter values will populate the contact's *Campaign of last booking in meetings tool*, *Source of last booking in meetings tool*, and *Medium of last booking in meetings tool *properties.

### Receive Bookings

When a visitor clicks your meetings link, they can select a date, time, and length of time if you've set multiple duration options. They'll then be asked to enter their contact information and answer any custom questions you've added to the meetings link.

![7-1](https://hubspot.lqdt.com/hs-fs/hubfs/7-1.png?width=480&name=7-1.png)

Depending on your meeting link settings, the following may occur when a contact books a meeting:

- If a contact has booked a meeting in the past and the *Pre-populate fields with known values* setting is enabled for the meetings link, HubSpot will recognize the cookie in their browser and pre-populate the form with information from their contact record. The form will also be pre-populated if a known contact uses a meetings link hosted on a custom domain or embedded on your website and the contact previously submitted a marketing form on that same domain.
- If the *Auto-submit form when all fields are pre-populated setting *is enabled, the form will automatically be submitted with the contact's pre-populated information, unless your meetings link includes custom form questions. Custom form questions will not pre-populate because these responses are not saved to a property.

When a meeting is booked, you'll get an email alert with the booking time and the contact's name. You can click to view the contact in the CRM or view the calendar event in your integrated default personal calendar. The prospect will also receive a calendar invitation with all of the meeting details.

![8-1](https://hubspot.lqdt.com/hs-fs/hubfs/8-1.png?width=480&name=8-1.png)

 

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