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How to setup out of office for leave

This article will demonstrate how to properly set up your out of office for LoyLap employee's to ensure any live meeting links provided by Hubspot do not allow meetings to be booked in during the leave.

This article is primarily focused around sales, success and launch ensuring that we do not allow customers to create scheduled meetings in calendars during leave and giving a negative experience for our customers.

1. Ensure Hubspot is configured to integrate with Google Calendar. When logged into Hubspot click the cog wheel in top right to take you to settings. Click the Calendar tab and ensure the Calendar Sync and Meeting Scheduling Pages is ticked and the dropdown is configured to your email address.

2. After your leave has been approved by your line manager in the HRDuo leave tool, head over to https://calendar.google.com/calendar/u/0/r  where your leave has been auto added by the HRDuo integration.

3. Find the days you have booked for leave and then click on any of the dates.

4. Create a new event, selecting the Out Of Office option and change the date to "All Day" and ensure the dates correspond to the booked leave (you do not need to include weekends as this is by default of HubSpot's meeting Schedular) then hit save.

5. Double check your meeting link to ensure the leave days are greyed out to not allow meetings to be scheduled by customers.

N.B if you have a partial leave day i.e. a half day, you can untick "All Day" and just provide the times you will be out of office up until the C.O.B (GMT) but best to do 6pm just to be safe.