HubSpot’s EAs Cut Scheduling Time from 33 to 8 Hours per Month

Each member of HubSpot’s EA Team schedules on average 10-15 meetings across Australia, Ireland, Singapore, the UK, and the US every day.

Before Sundial, scheduling one of these meetings took them 8 minutes on average. After implementing Sundial, scheduling these meetings now takes 2 minutes max and timezone mistakes have been eliminated.

The impact?

Sundial decreased Hubspot's EA scheduling time from 33 hours per month to just 8. That's 24 hours a month that each EA now uses to focus on more impactful work!

Hubspot Decreased Scheduling Time from 33 hours per week to 8 with Sundial

The Challenge: Cross-Timezone Coordination

1. Proposing Times in Recipients' Timezones

To schedule cross-timezone meetings for their executives, HubSpot’s Executive Assistants manually converted times to each recipient’s local timezone—ensuring clarity and showing care.

The constant timezone math and back-and-forth checking for errors ate up hours every week, pulling time away from more strategic work.

2. Creating Holds for the Recruiting Team – and Deleting Them

HubSpot’s Executive Assistants frequently worked with the Recruiting team to schedule interviews, a process that involved placing multiple holds on interviewers’ calendars and then manually typing out those time options for recruiters.

Once an interview was confirmed, they had to manually track down and delete each hold — an inefficient, time-consuming task that added unnecessary friction to their workflow.

3. Receiving Meeting Times and Finding the Best Time for Everyone

HubSpot’s Executive Assistants often received emails with proposed meeting times in unfamiliar timezone offsets: +5, +8, or even +11:30 hours. Memorizing these timezones’ relation to their own timezone was just the first hurdle.

From there, they had to cross-check multiple attendee calendars to find a time that worked for everyone — a slow, frustrating process that drained valuable time and increased the risk of scheduling mistakes.

The Solution: How Sundial Helped

1. Turn Calendar Availability to Text

With Sundial, HubSpot’s Executive Assistants no longer manually write out and convert times for recipients. With one click, they instantly turn calendar availability into shareable text formatted in the recipient’s timezone.

This eliminates the need for mental timezone math and constant double-checking, saving hours each week and ensuring clarity for every recipient.

Hubspot uses Sundial to send meeting times fast and without timezone errors

2. Create & Bulk Delete Holds

Instead of manually placing and later deleting holds, Sundial streamlined the entire process. Executive Assistants create holds in a few clicks with corresponding availability and then bulk delete the unused holds once a meeting is confirmed.

This makes holds creation time faster, eliminates the tedious task of tracking down holds, and frees up time for more impactful work.

Bulk delete calendar holds from inside Google Calendar

3. Overlay Proposed Times on Google Calendar

Instead of memorizing timezone offsets, Sundial lets HubSpot's Executive Assistants overlay proposed times directly onto their Google Calendar converted to their timezone.

At a glance, they can see the proposed times in their own timezone and quickly find the best slot — reducing timezone errors and making tough scheduling situations effortless.

Overlay suggested times from an email on to your Google Calendar

The Implementation Process

Discovery — After a few team members began using Sundial, a Senior Executive Assistant shared this demo video with the team.

Evaluation — The team was intrigued and wanted to see more. We hosted a 30-minute live demo where EAs got their key questions answered.

Purchase — After an internal discussion, the team agreed to purchase Sundial for the entire EA team!

Onboarding — While procurement was underway, we provided quick 1:1 onboarding sessions to ensure each EA was set up properly and could use Sundial to its full potential

Support & Influencing the Roadmap — Today, the entire EA team uses Sundial daily to schedule multi-timezone meetings. They have direct access to customer support, and their feedback has helped shape new product features.

The Results

By adopting Sundial, HubSpot’s EAs saw measurable improvements:

Time Savings: Reduced scheduling time from 8 minutes to 2 minutes max per meeting. A $34,615 per month time savings across the whole team!
Error Reduction: Eliminated timezone conversion errors, ensuring meetings were scheduled correctly the first time.
Productivity Boost: Freed up 24 hours per month for each EA, allowing them to focus on higher-value tasks.

Get Your Team Focused on Bigger Projects

Whether you lead an executive assistant team, recruiting organization, or sales team — cross-timezone scheduling is a low-value chore that takes time away from more strategic tasks.

Sundial provides timezone tools inside Google Calendar, so your team can
save time scheduling without losing the key features of Google Calendar.

If you’d like to learn more about how Sundial can help your team save time scheduling, email us anytime.