Your AI Booking Agent relies on your HubSpot Meetings calendar to check availability, create bookings, and add video conferencing details automatically. If HubSpot isn't set up correctly, the Agent may show wrong availability, fail to book meetings, or create meetings with no way for the customer to join the call.

Use this checklist any time the Booking Agent isn't behaving as expected. Work through the items in order — most issues trace back to one of these four settings.

1. The correct HubSpot account is selected

What to check: The HubSpot user account connected to your Booking Agent is the one that actually owns the calendar you want customers booking into.

Why it matters: It's easy to have more than one HubSpot login (a personal login vs. a team login, for example) or to be signed into the wrong Google/Microsoft account when connecting your calendar. If the wrong account is selected, the Agent will check availability on the wrong calendar — or on no calendar at all.

How to fix it:

Confirm which HubSpot user is set as the meeting organizer for the Booking Agent.
Make sure that user is the one logged in when connecting the calendar (see step 2).
Only personal inboxes can be connected to the Meetings tool — if that user's inbox is set up as a shared inbox, the calendar connection won't work. Switch it to a personal inbox first, or connect the calendar under a different personal user.

2. Your calendar is connected to the Meetings tool

What to check: A Google or Microsoft (Office 365/Exchange) calendar is actively connected under HubSpot's Meetings settings.

Why it matters: Without a connected calendar, HubSpot's scheduling page runs in "offline mode" — customers can request a time, but nothing is checked against your real availability and nothing is added to your calendar automatically. This is the single most common cause of double-bookings or meetings that never show up on your calendar.

How to fix it:

In HubSpot, go to Settings > General > Calendar tab.
Click Connect your Calendar.
Choose Google/Gmail or Office 365, then sign in and select the correct account (see step 1).
Approve the permissions HubSpot requests — without them, the connection will fail or silently not sync.
If you need the Agent to check more than one calendar, go to Settings > Sales > Meetings > Calendar Integration > Use more calendars and add the additional calendars there.

3. Your calendar can automatically add a video conferencing link

What to check: When a meeting is booked, HubSpot can automatically attach a video conferencing link (e.g., Google Meet, Zoom, or Microsoft Teams) to the calendar event.

Why it matters: If this isn't set up, meetings the Booking Agent creates may have no way for the customer to actually join the call.

How to fix it:

Make sure a video conferencing integration (Google Meet, Zoom, Microsoft Teams, etc.) is installed and connected in HubSpot — check the HubSpot Marketplace for the relevant app if you haven't installed one.
Open your meeting scheduling page settings and confirm the Add videoconference link option is available and selected. If you don't see this option at all, no conferencing integration is currently connected — install one to enable it.

4. If a conferencing link can't be auto-added, a manual link is in place

What to check: If your setup can't automatically generate a video link (step 3), a call link is entered manually instead.

Why it matters: Without either an automatic or manual link, the meeting will book successfully but the customer will have no join details — leading to missed or confused meetings.

How to fix it:

Open your meeting scheduling page settings and go to the Location field.
Enter your video call link directly (e.g., a static Google Meet, Zoom, or Teams link).
This field is also where you'd note a phone number or physical address if the meeting isn't a video call.

Quick troubleshooting reference

Symptom	Likely cause	Where to check
Agent shows availability that doesn't match your real calendar	Wrong account connected, or wrong calendar selected	Step 1 & 2 — HubSpot user + connected account
Agent can't book meetings / bookings never appear on your calendar	Calendar not connected, or connected in "offline mode"	Step 2 — Settings > General > Calendar
Meetings book, but the wrong person's calendar fills up	Calendar connected under the wrong HubSpot user	Step 1
Booked meetings have no video call link	No conferencing integration and no manual link set	Step 3 & 4
Availability doesn't account for a second calendar (e.g., a shared team calendar)	Additional calendars not added	Step 2 — Use more calendars