HubSpot Update: Use Meeting Rotations in Scheduling Pages for Weighted and Even Distribution

The Update Algorithm By Sidekick Strategies

HubSpot Meeting Rotations Update

Source: HubSpot Product Update, October 7, 2024

Topic: New Meeting Rotations Feature for Scheduling Pages

Key Themes:

• Improved Round Robin Scheduling: This update introduces Meeting Rotations, providing more control and flexibility over round robin scheduling in HubSpot.
• Automation and Efficiency: Meeting Rotations automate member updates and streamline scheduling page management, saving time and reducing manual effort.
• Fair and Strategic Meeting Distribution: The update enables even distribution of meetings amongst team members or weighted distribution based on specific criteria, ensuring fairness and allowing for strategic assignment.

Most Important Ideas/Facts:

• Meeting Rotation Functionality: Users can create Meeting Rotations by navigating to Settings > Tools > Meetings > Meeting Rotations.
• Dynamic Membership: Rotations can be populated based on teams or groups of individuals. Any changes made to the team or group automatically update the rotation.
• Distribution Logic: Users can choose between even distribution of meetings or a weighted distribution. This allows for assigning different meeting loads based on factors like experience level or performance.
• Scheduling Page Integration: Meeting Rotations are integrated with scheduling pages. When a visitor accesses the page, they will only see the availability of the next rep in the rotation, determined by the chosen distribution logic.
• Automated Updates: Changes made to a Meeting Rotation automatically reflect on all scheduling pages using that rotation.
• User Requirements: To be booked through a scheduling page's meeting rotation, reps must have:
• Calendar connected to HubSpot
• Scheduling pages turned on
• Sales Hub Pro+ seat
• "Available" toggle turned on in the Meeting Rotation settings.

Key Quotes:

• "Instead of prioritizing showing the most availability on a scheduling page before assigning a meeting, round robin scheduling pages will now offer the option of distributing the meeting assignments evenly between rotation members or assigning meetings based on a weighted rotation."
• "This way, teams can choose to give onboarding reps fewer meetings, assign the most meetings to the best sales reps, or give every rep an equal number of meetings."
• "Using a meeting rotation to populate your scheduling page members can save time. Round-robin members can be populated based on a team or a group of individuals through a meeting rotation. When any changes are made to the Meeting Rotation, those changes are reflected in all scheduling pages that use that meeting rotation."

Target Audience:

This update is relevant to HubSpot users in Sales Pro, Sales Enterprise, Service Pro, and Service Enterprise tiers who utilize scheduling pages and round-robin meeting distribution.