Automate Booking Meetings From Your HubSpot Form

Tired of manually scheduling demos and sales calls? Let's face it, it's time-consuming and inefficient. But fear not, there's a better way! This blog will guide you through automating the entire process, seamlessly integrating your HubSpot form with your sales team's calendars. Buckle up, and let's turn leads into booked meetings in a flash!

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Drawbacks of not automating demo/sales meeting booking

• Lost customers: Customers are more likely to lose interest or find a competitor if they have to wait too long to see a demo or to speak to a sales rep. ❌
• Slower speed to lead: It takes longer to get leads in front of your sales team and start building relationships with them. 🐌
• Lower conversion rates: Demos can increase conversion rates by up to 50%, but you need to make it easy for leads to book a demo. 📉
• Increased workload for sales teams: Sales teams have to spend time scheduling demo/sales meetings instead of focusing on other tasks, such as closing deals and nurturing relationships. 🗓️

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The solution is to automate the demo/sales meeting booking process. 🤖

This means using a platform like Leadmonk to allow leads to book demo/sales meetings directly from your website landing page having the HubSpot form. 💻

When a lead submits a demo request form or contact-sales form, Leadmonk automatically qualifies them, routes them to the right sales rep, and schedules a meeting with that sales rep at a time that works for both parties. 🤝

This eliminates the need for email back and forth and ensures that leads can see a demo or speak to a sales rep as soon as possible. 🚀

By automating sales meeting scheduling, SaaS companies can improve their speed to lead and close more deals. 💰🔥

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Instantly Qualify, Route and Schedule your Leads using Leadmonk

Leadmonk helps revenue teams convert leads into meetings by qualifying, routing, and scheduling in real-time from anywhere — be it your web form, cold calls, campaigns, and more.

• ‍Book Meetings From Your Web Form - Allow leads to book sales or demo meetings directly from your webforms. Leadmonk seamlessly integrates with Pardot, Marketo, HubSpot form, and custom web forms such as webflow form. When a form is submitted on your website, Leadmonk instantly qualifies the lead, routes it to the right sales rep, and displays the booking page so your prospect can book a meeting - all in a matter of seconds.

Real-time Email Verification - Ensure high-quality lead data with Leadmonk's real-time email verification, which eliminates invalid, disposable, personal, and temporary email addresses from your lead capture forms. Reduce bounce rates, improve deliverability, and prevent wasted resources on invalid leads.

Lead qualification - Build a real-time lead qualification track that assesses leads based on their self-provided information and enriched data. Reduce junk meetings by 90% and increase qualified meetings by 35%.

Real-time Lead Routing - Route and assign leads to the right sales reps, at the right time using round-robin, account-based, or territory-based distribution. Quickly and accurately route leads from all GTM channels.Go straight to meetings with qualified leads.

Fix your leaky funnel with Leadmonk - No more long sales cycles. Go straight to meetings with qualified leads.

Scheduling Simplified - Make it easy for your customers to schedule meetings on demand without the back and forth. Distribute incoming meetings fairly using round robin, prioritizing availability, or with equal weight or a weighted average.

Handoff Leads Like a Pro - Automate lead routing and scheduling for lightning-fast handoffs across your entire sales funnel. SDRs can book meetings for AEs from anywhere, with just a few clicks. No more back-and-forth emails or scheduling conflicts.

Ditch the Spreadsheet, for Good - Stop wasting time with manual lead routing. Leadmonk ensures every rep gets the same number of meetings—even when cancellations and no-shows happen.

Boost your conversion rate by 150% - Schedule meetings quickly by adding Leadmonk to your website, emails, text messages, WhatsApp, or social profiles. Watch conversion skyrocket by up to 150%.

Boost your win rate by 50% - The average vendor response time for a demo request is 42 hours. Responding within 5 minutes can increase your chances of winning the deal by 50%.

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Automate Booking Meetings From Your HubSpot Form

Leadmonk offers a seamless integration with your HubSpotform, streamlining the entire process from lead qualification to meetingscheduling. Let's dive into how it works and how you can leverage this powerfultool.

How Leadmonk Works

Leadmonk acts as a behind-the-scenes magician, automating thefollowing tasks:

• Qualify leads: Leadmonk analyzes incoming leads based on your predefined criteria. This helps you identify hot prospects and prioritize follow-ups.
• Route them to the right rep: Qualified leads are automatically routed to the most appropriate sales representative based on factors like team structure, expertise, or geographical location.
• Display the booking page: Prospects can easily schedule meetings directly on your calendar, eliminating the back-and-forth email exchange.

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Setting Up Leadmonk with HubSpot

1. Configure Your HubSpot Form

Choose the form you want to integrate with Leadmonk and configure it to display a thank you message after submission. Ensure no URL redirect happens in HubSpot after form submission. This can prevent Leadmonk from receiving the data.

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2. Map Form Fields

In Leadmonk, create a mapping between your HubSpot form fields and Leadmonk's internal form parameters. This ensures accurate data transfer and seamless qualification.

• Ensure the form ID used in the Leadmonk inbound router matches the HubSpot/web form ID on your landing page.
• Ensure the form type in the inbound router is "HubSpot form mapping".
• Make sure all relevant external form properties are mapped to corresponding Leadmonk form properties in the inbound router.
• Verify that the external form property names specified in the form mapping match your HubSpot form field/property names exactly.

3. Create meeting templates

A meeting template is a pre-configured set of meeting settings. Meeting templates lets you quickly and easily schedule meetings. Create meeting templates based on your meeting requirements. Define meeting details like duration, type, and location. Think of it as the blueprint for your sales interactions.

4. Set up meeting queues

Meeting queues streamline the process of managing and distributing inbound meeting requests. They allow you to define qualification criteria and meeting distribution rules to ensure efficient lead routing and scheduling.

Create queues based on your team structure or lead distribution preferences. Assign team members responsible for demos or sales calls to each queue. They allow you to define qualification criteria and meeting distribution rules to ensure efficient lead routing and scheduling.

The qualification and routing of inbound leads and scheduling meetings happen in real-time. This means that the lead is routed to the appropriate meeting queue as soon as they submit the form.

Leadmonk offers various assignment algorithms for your queues. Choose the one that best fits your team's workflow, whether it's multi-host scheduling or round-robin distribution or optimizing for team member availability.

Qualification Criteria

Meeting queues act as a filter for incoming requests. You can define specific criteria to determine if a lead qualifies for a meeting. If a lead doesn't meet the criteria:

• Automated Response: A polite popup message can be displayed, thanking the lead for their interest and informing them that you'll respond shortly. This message can be customized with a generic response like "Thank you: We have received your message and will respond to you as soon as possible."
• Landing Page Redirect: Alternatively, you can redirect the lead to a specific landing page with additional information or a contact form.

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Meeting Distribution

Once a lead qualifies for a meeting, meeting queues can automatically route and assign them to the most suitable sales representative based on various distribution methods:

• Round Robin: Meetings are assigned sequentially to available sales reps, ensuring a fair workload distribution.
• Account-Based: Leads are routed to reps specializing in their specific account type or industry.
• Territory-Based: Leads are assigned to reps responsible for their geographical location.

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Distribution Rules

Meeting queues also offer flexibility in assigning qualified leads using any of the below meeting algorithms.

• Round robin - Prioritize Availability: Meetings are routed to reps with the most open slots in their calendars.
• Round robin - Weighted Average: Meetings are assigned based on a pre-defined weight assigned to each rep, considering factors like experience or performance.
• Multi-host: Meetings are assigned to multiple hosts.
• Allocate based on ownership: Leadmonk allows you to automatically assign meetings to the account owner if a contact/company (HubSpot) or contact/account/lead (Salesforce) is already owned. This can be useful for routing returning leads or leads from companies that you already have a relationship with.

Leadmonk offers various assignment algorithms for your queues. Choose the one that best fits your team's workflow, whether it's multi-host scheduling or round-robin distribution or optimizing for team member availability.

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5. Link the external form and meeting queues to an Inbound Router

An inbound router automatically qualifies, routes, and schedules inbound leads from anywhere — be it your web form, cold calls, campaigns, and more.

Connect your HubSpot form to Leadmonk's router. This tells Leadmonk where to send the data for processing.

Specify the meeting queues that you want to use for the inbound router. You can specify the order of the queues as well here. Queues are processed in the sequence they are placed in the inbound router. Once a queue is processed successfully, further queues processing of inbound lead stops.

6. Embed the Leadmonk code

Copy the Leadmonk embed code and paste it into your website's HTML code, just before the closing </body> tag.

This activates the router, ready to collect data from your form submissions.

Here is how it is going to work

1. When a user submits the HubSpot form, the data will be sent to the Leadmonk router.
2. The router will then use the mapping details in the form you created to map the data to the internal form.
3. The router will then process the internal form and take the appropriate action.
4. When lead schedules a sales/demo meeting, it gets updated in your HubSpot CRM against the contact as shown below

When you click on this in app link in HubSpot CRM, you see meeting details page as shown below:

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When you click Reassign button on the meeting details page, you see below page to reassign meeting from one sales rep to another sales rep. This option is available only for meetings booked using router. Also reassignment is possible only for active upcoming meeting.

The appointment link is available in the calendar meeting invite, meeting notification emails, text notifications and in CRM. Using this link you/your invitee can view/reschedule/cancel the appointment. Below is one sample appointment details accessed using the appointment link. Each appointment will have a unique URL to view/reschedule/cancel the appointment by invitee/meeting host.

Here minimal branding theme is enabled for your booking page(s) and the appointment details page.

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If the professional branding is enabled, appointment details are shown as below. You can customize the branding details as per your requirements.

You can mark a meeting as a no-show in Leadmonk when the invitee(lead) does not attend the meeting and it gets updated in HubSpot as shown below.

When a meeting is cancelled, it gets updated in HubSpot as shown below:

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Benefits of Automating Meeting Booking

• Increased Sales Efficiency: Free up your team's time by automating manual scheduling tasks.
• Improved Lead Conversion: Provide a seamless and convenient booking experience for prospects.
• Valuable Data Insights: Gain insights into lead behavior and preferences through analytics.

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Reports and Analytics

1. Inbound Router Submissions Report

2. Meeting Analytics

3. Meetings Report

The Meetings page in Leadmonk provides a central hub for managing of meetings of yours and your team members (Only admin and owner have access to other team members bookings). Here, you can easily view upcoming and past meetings, filter them by various criteria, and perform actions like rescheduling, canceling, or exporting data.

Additional tips for using Inbound Router for product demo or sales meeting booking

• Use clear and concise language on your form. This will help leads to understand what information you are collecting and why.
• Use a variety of lead qualification criteria. This will help you to ensure that you are only routing qualified leads to your sales team.
• Segment your meeting queues by sales team, product area, or any other criteria that are relevant to your business. This will help you to ensure that leads are routed to the team members who are best equipped to handle them.
• Monitor your inbound router performance regularly. This will help you to identify areas where you can improve your process.

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Book a meeting to know how you can automate booking meetings from your HubSpot form.

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Conclusion

By using Leadmonk's Inbound Router, you can automate the entire process of booking product demos or sales meetings from your HubSpot form, from lead qualification to meeting scheduling. This can free up your sales team to focus on other important tasks, such as closing deals. In addition, automated demo scheduling can help you to improve your lead nurturing and provide a better customer experience.

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Streamline Your Business

• Discover how Leadmonk streamlines your sales outreach and unlocks cost savings for your inside sales teams.
• For a streamlined sales process, explore both round robin scheduling and multi-host meetings.
• Seamlessly automate booking demo or sales meetings directly from your Marketo, Web form or HubSpot forms using Leadmonk.
• Boost Revenue: Dive deep into strategies for speeding up B2B sales and maximizing revenue.
• Capture More Leads: Enhance your lead capture capabilities by integrating Clearbit with Leadmonk.
• Close More Deals: Close more SaaS deals with automated demo and sales meeting scheduling, and discover tips and tools to increase SDR and BDR productivity.
• Qualify Leads Like a Pro: Refine your lead qualification process with resources on faster B2B qualification, self-qualification forms, and proven lead generation and conversion strategies.
• Targeted Sales & Conversions: Close more deals by routing leads to the right sales rep, and learn how to generate high-quality leads that convert into meetings with our ultimate guide.