Don’t Schedule Meetings Like This

You should know that there is a wrong way to book a meeting in HubSpot and it's messing up your data.

In this Lab Report:

There are two ways to schedule meetings in HubSpot. Using them wrong muddies up your prospect’s engagement data. Which makes your reporting and targeting less useful. So make sure your team is using the tools the right way to get the Meeting and get good data.

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There are two primary ways to book meetings in HubSpot:

1. The Meetings Scheduler tool. This is for prospects or non-Users to book meetings for themselves. This is you meeting links found at Sales > Meetings Scheduler. You embed these on website pages, link to them in email, put them on your social profiles, etc.

   

2. Log/create a meeting on a record (there isn’t a specific name for this feature). This is for HubSpot users to create meetings for themselves (or for other Reps) with the Contact, Deal, or Company record in HubSpot or from their schedule in a Workspace.

   

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Why this matters

Both of those tools can be used to book a meeting with a prospect. Using them wrong muddies up your data.

• The Meetings Scheduler tool should only be used by prospects/customers.

• The Log/create a meeting tool can only be used by HubSpot users/employees.

Do not book meetings like this: Reps should not use the Meetings Scheduler tool to book meetings on behalf of Prospects.

Where this usually happens is an SDR booking a meeting with a Sales Rep or Account Manager for a Prospect.

The Rep or SDR should have used the Log/create a meeting tool NOT the Meetings Scheduler.

When Reps use the Meetings Scheduler:

• they are telling HubSpot cookies they are Prospect

• engagement data about your Prospect gets confused

• your Sales Activity reporting gets confused

• data like your prospect’s location gets confused

• Contact history gets confused

• HubSpot can think your Rep is every Prospect they book a meeting for

All because a Rep chose the wrong tool.

Note: Booking a meeting for a Prospect with a different Rep (like an SDR would) requires a Sales Hub Pro or higher Seat for the Reps.

Here’s how you should be booking meetings:

When Prospects book meetings for themselves: Meeting Scheduler

Prospects always use the Meetings Scheduler. Send them a link in an email or SMS, embed it on Landing Pages or Thank You Pages, etc.

When SDRs, Reps, Employees, etc. book the meetings:

Reps should book meetings in HubSpot using Log/create a meeting. Show everyone how to do it from the Contact or Deal Record, from their Schedule in the Sales Workspace, put buttons in Playbooks, etc.

Good process, clean data, better reporting.

So…now what?

1. Make sure you have the right Meeting Links set up and and getting them in front of Prospects directly.

2. Check with your Reps. Are they using the Meetings Scheduler interface or links to schedule meetings?

3. Train your Reps the right way to book meetings.

4. If some employees need to book meetings for Prospects with other employees, make sure you’re on Sales Hub Pro or higher.

See you in the next Lab Report.