This is a YouTube video titled "How to Create a Round Robin Meeting Link: Step-by-Step Guide" created in September 2024. It features Jorge Fuentes from Sidekick Strategies providing a detailed tutorial on setting up round robin meeting links in HubSpot, including adding team members such as George B. Thomas, configuring meeting details, and customizing settings to streamline scheduling processes.
Hey, this is Jorge Fuentes from the Sidekick Strategies team and today I'm going to show you how to create your first round robin meeting link. These types of meeting links can help you streamline your scheduling and improve your customer experience by allowing your customers to choose a time with the next available representative from your company. Check this out. So once we're inside HubSpot, we're going to go to our left side panel and we're going to go to where it says library right here and click on Meeting Scheduler. Once we have the Meeting Scheduler section open, we'll notice that there's a couple meeting links already created. However, we want to create a round robin meeting link, right? So we'll go all the way to our right hand side where it says Create scheduling page. We're going to click on that button and then we're going to go and choose round robin. And in here we're going to put an internal name. How about Round Robin Meeting? And then I'll be the organizer and, and then I can call this event title, I can personalize it, for example Meet Team with. And then I will personalize and choose a contact token which will be the first name, right? So this will be filled in with the contact information. And then as per the location, if you already have integrated a video conference link, you can choose yours. Right? So in this case I have Zoom connected. So I will be choosing Zoom and then I'll be enabling to the ability for contacts to cancel and reschedule. So that'll be it. And then at Description which will be Meet with Jordan for example, right? And then I'll choose a meeting type. How about a discovery call? And then I'll click on next. Now here's where the magic happens because I am the organizer, but I do want to add another team member. So I'll click on Add team member. And then over here in the drop down I'm going to choose George B. Thomas, which is one of my users and then I'll confirm and then I'll now click on Next. And then here's, I'll just call it Round Robin Meeting and then I will be. I have the option to prioritize Contact owner. I have the schedule tab which is also like Meet with with George B. Thomas. I'll probably put here team, right? And then we have the ability to choose duration options. And here I'll just choose 30 minutes and one hour. The time will be. I wanna make it so that it is eastern time. So there we, there we go, Eastern Time 9 to 5. Perfect. We can then choose additional settings such as which the company avatar. Right. So in this case, for example, I do see that it shows my picture, but we can definitely choose a custom image. So in this case I'm going to choose a custom image, I'm going to change the photo and then I'm going to look for a logo. Right. So for example I go ahead and search for logo and then I'll choose Sidekick strategies as my logo there doesn't look that great. So I'm just going to choose another one, maybe something else perhaps one that we may have access to. Let's go below and choose Hub Heroes. Perfect. So Hub Heroes looks a little better. And then now I'll just choose my period of rolling time when a meeting can be scheduled. In this case I'll just leave it as two weeks. And same with the other configurations such as the minimum notice time buffer, time start time increment and booking page language as well as date and time format. Right. So perfect. So now we're set to go for for the schedule tab. Now I'll click on the form tab and in here if I want to maybe gather a bit more information such as maybe the Persona. Right, that'll be useful for me. However, do keep in mind that in the case of any property that any property that you bring into a meeting link, we cannot fully personalize how it reads. Right. So in this case Persona might not look that great because yes, somebody might get thrown off by that. So I'll just actually choose another property, maybe message. Perfect. And then I can enable captcha spam prevention. I can allow people to include other guests, so I'll just enable that as well. Data privacy and consent is by default turned on and as far as it goes for additional settings, I'll just leave pre populate fields with known values for those who come back. Right. I will not choose to auto submit form when all fields are pre populated right now because that is not my intention. But you can definitely look at how you can implement that on your end if need be. Right. So now that is ready. The form is ready. Now I do want as per the confirmation, I can definitely display the default confirmation page which is this one right here. You have booked the time. Or I can redirect to another page. So maybe I do want to redirect to another page and maybe I want it to be if I have a thank you type of page. There we go. Maybe I can definitely choose one and I will just look for one that makes sense for me. Maybe yes thank you for the HubSpot buyer Personas quick Start Workshop. Right, so now I actually want to go ahead and click next and set the confirmation email to yes. Basically this will be confirming to attendees that they have scheduled a meeting. So I will leave that on and if we want to set a premium reminder, we can do that. If not, we can just leave it as is. Right now I'll just leave it as is and I'll create the scheduling page at the bottom right hand corner and I will click the button create scheduling page. And there we go. Now if I actually go ahead and refresh this section, you can now see that we have the round robin meeting created. And if we choose to open that link, we'll be able to see our newly created meeting link, which has two users from the George B. Thomas team for whom users, well, contacts can schedule a specific meeting. And that is how round robin meetings can be created inside HubSpot in just a few minutes. And there you have it. You now know how to create your first round robin meeting link and you're ready to send clients your way and or the way of the next available representative at your company. Remember, education is great, but the execution is where it's at. So go out there and be the Hub hero that your organization needs today.
