You don't log into an Outlook meeting within HubSpot in the traditional sense; rather, HubSpot displays your Outlook calendar events, allowing you to access the meeting link and join directly from the platform. To do this, your Outlook Calendar must first be connected to HubSpot.
Connect Your Outlook Calendar to HubSpot
Before you can view or join an Outlook meeting from HubSpot, you need to integrate your Outlook Calendar. This ensures all your scheduled meetings appear within your HubSpot CRM and sales tools.
Steps to Connect:
- Navigate to Integrations: In your HubSpot account, click the Settings icon in the main navigation bar.
- Find Calendar Integrations: In the left sidebar menu, navigate to Integrations > Calendar.
- Connect Outlook Calendar:
- Search for the Outlook Calendar integration and select Outlook Calendar from the results.
- In the top right, click Connect app.
- You'll be redirected to Office 365, where you can log into your Microsoft account.
- Review the requested permissions carefully and click Accept.
Once connected, your Outlook meetings will begin to synchronize and appear in your HubSpot calendar and relevant contact records.
Access and Join Your Outlook Meeting in HubSpot
After your Outlook Calendar is successfully integrated, you can easily find and join your meetings directly from HubSpot.
Locating the Meeting
Your Outlook meetings will be visible in several places within HubSpot:
- Your Calendar (Meetings Tool): Access your personal calendar by navigating to Sales > Meetings in the HubSpot navigation. Here, you'll see all your scheduled appointments, including those from Outlook.
- Contact/Company Records: If the meeting is linked to a specific contact or company, it will appear in the "Activities" section of their respective record timeline.
- Tasks & Activity Feed: The meeting might also show up in your main activity feed or tasks list, reminding you of upcoming appointments.
Joining the Meeting
When it's time for your meeting, follow these steps to join:
- Find the Meeting Event: Locate the Outlook meeting event in any of the HubSpot locations mentioned above (e.g., your HubSpot calendar or a contact record's timeline).
- Click the Meeting Details: Click on the meeting event to open its details panel or pop-up.
- Access the Join Link: Within the meeting details, you will find a "Join Meeting" button or a direct link (often a Microsoft Teams link, Zoom link, or similar) provided in the original Outlook invitation.
- Launch Meeting Application: Clicking this link will typically open the corresponding meeting application (e.g., Microsoft Teams, Zoom, Google Meet) in your browser or desktop application, allowing you to join the call.
Example:
Imagine you have an Outlook meeting with "Acme Corp." scheduled for 2 PM.
- You navigate to the "Acme Corp." company record in HubSpot.
- On the record's timeline, you see the 2 PM meeting listed under "Activities."
- Clicking on the meeting activity reveals details, including a "Join Microsoft Teams Meeting" link.
- Clicking this link launches Microsoft Teams, and you can join the call.
Troubleshooting Common Issues
If you're having trouble viewing or joining meetings, consider these common solutions:
- Synchronization Delay: It can take a few minutes for new meetings to sync after connecting your calendar. Try refreshing your HubSpot page.
- Incorrect Account: Ensure you connected the correct Outlook account that holds your meeting schedule. You can verify this in your HubSpot Calendar integration settings.
- Permissions: Double-check that you accepted all necessary permissions during the connection process in Office 365. If not, you might need to disconnect and reconnect the integration.
- Meeting Link Validity: Ensure the meeting link itself is valid and hasn't expired or been changed in the original Outlook invitation.
- Browser Issues: Try clearing your browser cache and cookies, or try using a different web browser.
- HubSpot Status: Check the HubSpot Status page for any ongoing service disruptions.
By connecting your Outlook Calendar and understanding how HubSpot displays these events, you can efficiently manage and join your meetings without leaving your CRM.
