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Misc: Setting up HubSpot Calendar with Round Robin and Weighted Distribution

Last updated on February 5, 2026
 

How to Set Up a HubSpot Round-Robin Calendar with Weighted Distribution

This guide walks through:
  • Creating a HubSpot meeting link with round-robin assignment
  • Applying weighted distribution across team members
  • Prioritizing an assigned rep for existing contacts
  • Using the meeting link in a playbook and email

Step 1: Create a New HubSpot Meeting Link

  1. Go to HubSpot.
  1. Navigate to Sales → Meetings Scheduler.
  1. Click Create scheduling page.
  1. Enter a meeting name and event title.
  1. Enable cancel and reschedule options (recommended best practice).

Step 2: Set Up a Round-Robin Rotation

  1. In the meeting setup, go to Edit members.
  1. Select Use a rotation.
  1. Click Meeting rotations → Manage rotations.
  1. Create a new rotation (e.g., Apple Rotation).
  1. Add team members to the rotation.

Step 3: Apply Weighted Distribution

  1. For each team member in the rotation, choose a weight:
      • Example:
        • Rep A: 75%
        • Rep B: 25%
  1. Save the rotation.
Important:
Before continuing, ensure:
  • All team members have HubSpot accounts.
  • Their calendars are connected to HubSpot.

Step 4: Finalize Meeting Availability & Settings

  1. Select the rotation you created for the meeting.
  1. Configure:
      • Available working hours
      • Time zone settings
      • Meeting reminders
  1. (Optional) Add:
      • Custom images
      • Branding
      • Additional scheduling rules

Step 5: Configure the Booking Form

  1. Review default fields (First name, Last name, Email).
  1. Add or remove fields as needed.
  1. Enable guest booking if required.

Step 6: Set Confirmation & Reminders

  1. Choose how users are redirected after booking:
      • Confirmation page, or
      • Custom redirect URL
  1. Customize reminder emails if needed.

Step 7: Copy the Meeting Link

Once saved, HubSpot will generate a meeting URL.
Copy this link — it will be used in playbooks and emails.

Using the Meeting Link in a Playbook

Step 8: Create a Playbook

  1. Go to Playbooks → Create playbook.
  1. Start from scratch.
  1. Add simple questions (e.g., multiple-choice options).
  1. Insert the meeting link as a response option.
  1. Use Rewrite to structure the flow automatically (optional).

Step 9: Prioritize Assigned Reps for Existing Contacts

To ensure existing customers or assigned prospects see their rep’s calendar:
  1. Add the Route by email tool in the playbook.
  1. Enable routing by email domain or contact owner.
  1. HubSpot will:
      • Detect if the email already exists
      • Show the assigned rep’s booking link instead of round-robin

Step 10: Test the Playbook

  1. Preview the agent.
  1. Select an option that triggers the meeting link.
  1. Confirm the correct calendar is shown.

Adding the Meeting Link to Emails

Step 11: Embed Meeting Times in Gmail

  1. Install the HubSpot Sales Chrome Extension.
  1. Connect it to your Gmail account.
  1. Open a new email → click Meetings in the toolbar.
  1. Insert available meeting times directly into the email.