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      Understanding Group and Round Robin Meeting Availability in HubSpot

      A Guide to How Team Availability Is Managed on Group and Round Robin Scheduling Pages

      HubSpot’s meeting scheduling tool supports both group and round robin scheduling pages, giving you flexible ways to route meetings based on your team’s availability. When a contact clicks on a scheduling link, the tool references calendar integrations and availability settings to determine which times to show.

      This feature is available with the following HubSpot subscriptions:

      • Sales Hub – Starter, Professional, Enterprise
      • Service Hub – Starter, Professional, Enterprise

      Group Scheduling Pages

      Group scheduling allows a contact to book a meeting with multiple team members at once.

      How It Works:

      • HubSpot checks the custom availability set in the meeting scheduling page settings.
      • It compares that availability with each selected team member’s integrated calendar(s) and blocks out any conflicts.
      • If a team member has multiple connected calendars, HubSpot will factor in availability across all of them.

      What the Contact Sees:

      • Only time slots when all selected team members are available will be shown.
      • Once a time is selected, the contact will fill in their details to book.
      • The meeting will appear on every participant’s calendar, and the meeting creator will receive a notification.

      Round Robin Scheduling Pages

      Round robin scheduling assigns the meeting to one available team member from a selected group.

      How It Works:

      • HubSpot checks each team member’s custom availability and compares it with their calendar availability.
      • A time slot will only appear if at least one team member is available.
      • Again, availability from all connected calendars is considered.

      What the Contact Sees:

      • The contact will see any available time where one team member is free.
      • After selecting a time and adding their details, the system will book the meeting with an available rep, who will receive a notification and have the meeting added to their calendar.

      Important Notes on Round Robin Logic:

      • If a team member has their calendar disconnected, HubSpot will assume they are always available.
      • The tool does not prioritize users with connected calendars, meaning if only a disconnected user is "available" at a selected time, the system may attempt to book them, but the meeting will not appear on their calendar.

      Using “Prioritize Contact Owner” in Round Robin Scheduling

      You can enable the "Prioritize contact owner" setting on a round robin scheduling page. When this is turned on:

      • Visitors will be prompted to enter their email address before selecting a time.
      • If they are an owned contact in your CRM, the system will try to book with their assigned owner, if possible.

      What Happens Based on the Owner’s Status:

      • If the contact owner:

        • Has a paid Sales Hub or Service Hub seat,
        • Has meetings set up,
        • Is included in the team scheduling page, and
        • Is available at the requested time
          → Then the team availability is shown (not the owner’s personal page).

      • If the owner is included but unavailable, no times will show and the contact will be prompted to email their owner.

      • If the owner does not meet the requirements above or is not included on the team page, then HubSpot will display the availability of all eligible team members.

      How a Team Member Is Chosen (When Multiple Are Available)

      If more than one team member is available at the selected time and the “Prioritize contact owner” setting is off, HubSpot will assign the meeting to the rep who has gone the longest without receiving a meeting.

      Using Meeting Rotations

      If your team uses meeting rotations (via workflows or integrations), the visitor will only see time slots for the rep who is eligible to host based on your defined logic—whether that’s even distribution or weighted distribution.