Stop Making Your Contacts Fill Forms Twice: Auto-Populate HubSpot Meeting Forms

Hey guys, so this is gonna be a quick tutorial on something I've noticed while working with clients.

When we send out marketing emails with "book a meeting" CTAs, there's this annoying friction point that happens. Your contacts click the link, and then they have to enter their first name, last name, and email all over again - even though you already have all this data in your CRM.

If you think about it, that's literally of no use and just adds unnecessary friction to the process.

The Problem

Your contact is already in HubSpot. They click your meeting link from your marketing email. But then they're forced to fill out a form with information you already have. Not ideal, right?

The Simple Solution

There's a very easy way to automate this. When a contact who's already in your HubSpot CRM clicks on your meeting link through any marketing email, all their details (first name, last name, email) will automatically populate. They just need to pick a time slot and book the meeting.

Let me show you exactly how to do this.

Step-by-Step Setup

Step 1: Create Your Email with Meeting CTA

First, set up your marketing email as usual and add your "book a meeting" CTA.

Step 2: Use URL Option (Not Meeting Link)

Here's the key part - when you add the link to your CTA:

• You'll see there's a "meeting link" option in HubSpot
• Don't use that
• Instead, go with the URL option

Step 3: Add the Magic URL

Use this URL format:

[Your Meeting URL]?firstName=&lastName=&email=

What each part does:

That's literally all you need to do.

Testing It Out

Once you've set this up:

1. Preview your email and select a random contact
2. Click the meeting link
3. Watch the magic happen - the form fields automatically populate with the contact's information

Now the contact can just add any missing info and book their time slot. Super smooth.

Why This Works So Well

• Removes friction from the booking process
• Better user experience for your contacts
• Higher conversion rates on meeting bookings
• Shows you're organized and have their info

Pro Tips

• Test with different contacts to make sure it works across your database
• This works for any CTA in your marketing emails
• You can add this to other marketing materials too
• Make sure your contact data is clean for best results

The Bottom Line

This simple trick takes about 2 minutes to set up but can significantly improve your meeting booking rates. Your contacts will appreciate not having to fill out redundant information, and you'll look more professional in the process.

That's how easy it is. Try it out in your next email campaign and see the difference it makes.

Need help setting up more HubSpot automations like this? Let's chat about optimizing your entire marketing operations setup.