How to Setup your HubSpot Account: Connect your Email, Calendar & Meetings

For the most current information on operating HubSpot and your go-to resource for self-solving, visit the HubSpot Knowledge Base.

HUBSPOT KNOWLEDGE BASE

 Install the HubSpot mobile app 

Setup

Before you begin, make sure to set up and connect applicable apps for a seamless experience across all systems. 

📩Connect your email

Connecting your work email allows HubSpot to log sent and received emails directly to contact records, giving you a full communication history in one place.

1. Click the Settings wheel cog on the top right.

2. Under the General area, toggle to Email.

3. Click Connect personal email (while this says 'personal', you only want to connect your work email to HubSpot).

4. Check the box for Turn on inbox automation.

5. Click Connect your inbox.

6. Follow the remaining steps, which may vary depending on your device and email provider.

7. When complete, return to Settings > Email. Confirm that:

• Your email status shows as Enabled
• Inbox Automation is toggled on

👋Add an Email Signature

Follow these steps to add an email signature in HubSpot. This email signature will appear at the bottom of all emails and quotes you send through HubSpot. 

Follow the instructions in the HubSpot's guide: Add an Email Signature

🗓️Connect Your Calendar

Particularly useful for sales teams, connecting your calendar allows you to connect your calendar and book meetings directly in HubSpot that get logged to the Contacts activities and get placed directly on your calendar.

1. Click the Settings wheel cog on the top right.

2. Under the General area, toggle to Calendar.

3. Click Connect your calendar.

4. Select your calendar provider and click Connect your calendar.

5. Click Accept and connect to confirm the connection.

6. Follow the steps based on your calendar type, ensuring you choose the correct calendar (the one associated with your work email) for proper synchronization.

🕜Create a Meeting Scheduling Page

If you have set office hours in which you are always available to accept meetings, a meeting scheduling page is very helpful and can be incorporated into your email signature. Here's how:

1. On the left hand side, go to Sales > Meetings Scheduler.

2. Click Create scheduling page on the top right.

3. Select One-on-One.

4. Give your page an internal name (i.e. General Meeting). The customer will not see this. 

5. Select your Brand (most likely, you'll choose PRIME Vacations).

6. Organizer defaults to you, keep as is.

7. Provide an Event title. The customer will see this (i.e. Meet with Jane @ StayTerra)

8. Leave Location blank (when a meeting is booked, it will default to your standard meeting invite. I.e. Google Meet, Zoom, etc.).

9. Toggle on Cancel and reschedule, if you like. This allows customers to choose a new date and time that fits your availability. 

10. Provide a short Description for the call (i.e. Meet with Jane Doe at StayTerra to discuss property management services).

11. Click Next.

12. On the next page, choose your Duration(s) and your availability. It defaults to M-F 9am-5pm, but you can customize the time slots as much as you'd like

13. Open Additional settings and choose how long in advance someone can book a meeting with you. It defaults to 2 weeks.

14. Click Next.

15. Click Create scheduling page.

16. When you're done, copy the link, navigate back to your email signature, and add it in!