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

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Step 2: Set Up a Round-Robin Rotation

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

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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.

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Step 4: Finalize Meeting Availability & Settings

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

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Step 5: Configure the Booking Form

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

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

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Step 8: Create a Playbook

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

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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.
  2. Enable routing by email domain or contact owner.
  3. HubSpot will:
  • Detect if the email already exists
  • Show the assigned rep’s booking link instead of round-robin

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Step 10: Test the Playbook

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

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Step 11: Embed Meeting Times in Gmail

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