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  1. Atlas Actions

HubSpot - Meetings Scheduler Integration

Connecting HubSpot with Meetings Scheduler#

Connecting HubSpot with our Meetings Scheduler allows you to manage meeting bookings, check availability, and create appointments directly from your campaigns. The integration requires setting up a Private App in HubSpot with the appropriate permissions.
Meetings Scheduler Integration

How to Generate an Access Token from HubSpot#

Step 1: Create a Private App#

1.
In HubSpot, go to Development → Legacy Apps → Create
Create Private App in HubSpot
2.
Click Create to start creating a private app
3.
Select Private App
Create Private App in HubSpot

Step 2: Configure Permissions#

Select the following required permissions for your private app to handle meetings scheduling:
Required Scopes:
scheduler.meetings.meeting-link.read - Read meeting scheduling pages and availability
crm.objects.contacts.write - Create and update contacts during booking
crm.schemas.contacts.write - Manage contact properties
crm.objects.appointments.write - Create appointment records
crm.schemas.contacts.read - Read contact schemas
crm.objects.contacts.read - Read contact information
Configure Meetings Permissions

Step 3: Create the App#

Once you've configured all the required permissions, click Create to generate your private app.
Create the Private App

Step 4: Copy the Access Token#

After creating the app, copy the Access Token that's generated. You'll need this token to configure the integration in our platform.

How to Use HubSpot Meetings Tools#

Our platform provides three powerful tools for HubSpot Meetings integration:

1. Get Availability#

Check available time slots for a specific meeting page.

2. Book Meeting#

Create a confirmed meeting booking with validated contact information.

Configuration in the Platform#

Required Information#

To use the HubSpot Meetings tools, you'll need to configure the following:
1.
API Key (Access Token): The OAuth access token you copied from your HubSpot Private App
2.
Meeting Page Slug: The unique identifier from your HubSpot meeting URL
Example: For https://meetings.hubspot.com/jdoe, the slug is jdoe
3.
Timezone: IANA timezone identifier for the meetings
Examples: America/New_York, America/Sao_Paulo, Europe/London, Asia/Tokyo

Finding Your Meeting Page Slug#

1.
Go to your HubSpot Meetings dashboard
2.
Find your meeting scheduling page
3.
Look at the URL: https://meetings.hubspot.com/[YOUR-SLUG]
4.
Copy the slug portion (e.g., jdoe, menelson)

Setting Up Tools in Your Campaign#

Step 1: Add HubSpot Meetings Tools to Your Campaign#

1.
Navigate to your campaign settings in the platform
2.
Go to the Tools section
3.
Search for "HubSpot" in the tool catalog
4.
Add the following tools:
HubSpot - Get Availability
HubSpot - Book Meeting

Step 2: Configure Tool Placeholders#

For each tool, you'll need to configure the placeholders:

API Key Configuration#

Field: APIKEY
Value: Paste the Access Token from your HubSpot Private App
Type: Password (will be encrypted)

Meeting Page Slug Configuration#

Field: SLUG
Value: Your meeting page slug (e.g., jdoe)
Type: Text

Timezone Configuration#

Field: TIMEZONE
Value: Your preferred IANA timezone (e.g., America/New_York)
Type: Text

Step 3: Save and Activate#

1.
Click Save to store your configuration
2.
Ensure the tools are marked as Active in your campaign
3.
Test the integration by checking availability for a meeting

Tool Usage Workflow#

Recommended Booking Flow#

Follow this workflow for the best user experience:
1.
Get Availability (Required before booking)
Check available time slots for your meeting page
Display options to the user
Get user confirmation for a specific time slot
2.
Book Meeting (Final step)
Collect required information:
First Name (mandatory)
Last Name (mandatory)
Email Address (mandatory, validated)
Book the confirmed time slot
Receive booking confirmation

Important Rules#

Critical Workflow Requirements:#

NEVER call Book Meeting without first calling Get Availability
ALWAYS get user confirmation before booking
VALIDATE all email addresses (must match standard email format)
REJECT placeholder values like "Your Name", "example.com", etc.
VERIFY that selected time slots are in the future

Time Handling:#

All times are converted from UTC to your specified timezone
Only present time slots that are in the future
Start times must match exact slots from Get Availability
Use ISO 8601 format with timezone offset (e.g., 2026-01-22T09:00:00-03:00)

Error Handling:#

If booking fails, alternative slots will be suggested
Maximum of 3 retry attempts before advising user to try later
Clear error messages for validation failures

Example Usage#

Example 1: Simple Booking Flow#

User: "I'd like to schedule a meeting"

Agent: 
1. Calls Get Availability with slug and timezone
2. Presents available slots in local time
3. User confirms: "Tuesday at 2 PM works for me"
4. Collects: First Name, Last Name, Email
5. Calls Book Meeting with validated data
6. Confirms booking with calendar event ID

Example 2: Timezone Awareness#

Configuration:
- Slug: jdoe
- Timezone: America/Sao_Paulo (GMT-3)
- Current UTC: 2026-01-22T02:12:00Z
- Current Local: 2026-01-21T23:12:00 (11:12 PM)

Available Slots (filtered for future only):
- 2026-01-22T12:00:00 local (tomorrow at noon) ✓
- 2026-01-22T14:00:00 local (tomorrow at 2 PM) ✓
- Past slots are automatically filtered out ✗

Troubleshooting#

Common Issues#

Issue: "Invalid Access Token"
Solution: Verify your Access Token is correct and hasn't expired
Check that all required scopes are enabled in your Private App
Issue: "Booking Failed - Time Unavailable"
Solution: The selected slot became unavailable
Check the response for alternative available slots
Call Get Availability again for updated slots
Issue: "Invalid Email Address"
Solution: Ensure email follows standard format (user@domain.com)
Reject placeholder or test email addresses
Issue: "Meeting Page Not Found"
Solution: Verify your slug is correct
Check that the meeting page is active in HubSpot

Best Practices#

1.
Always Check Availability First
Never assume a time slot is available
Refresh availability before final booking
2.
Validate User Input
Confirm email addresses before booking
Ensure names are real (not placeholders)
Verify times are in the future
3.
Handle Timezones Carefully
Always specify the correct IANA timezone
Convert times to user's local timezone for display
Include timezone offset in booking requests
4.
Provide Clear Feedback
Confirm bookings with specific details
Show alternative options if booking fails
Give clear next steps on errors
5.
Respect Retry Limits
Stop after 3 failed booking attempts
Suggest alternative times or manual booking
Don't overwhelm the HubSpot API

Security Notes#

Access Token Security: Your HubSpot Access Token is stored encrypted
Private App Scope: Only grant required permissions
Regular Rotation: Consider rotating access tokens periodically
Monitor Usage: Review your HubSpot API usage regularly

Support Resources#

HubSpot Developer Documentation: Meetings API Guide
Platform Support: Contact your platform administrator for integration issues
HubSpot Support: Contact HubSpot support for Private App or permission issues
Modified at 2026-01-22 16:17:37
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