topic Re: Creating an automation for upcoming meeting in Tips, Tricks & Best Practices

Creating an automation for upcoming meeting

RRutjens — Tue, 10 Oct 2023 08:30:09 GMT

Hi,

I was wondering if anyone has experience with creating an automation for upcoming meetings with clients. The automation I want to setup should do the following:

-Automatically send a reminder, including a task list to prepare for the meeting to 1 specific attendee of the meeting. This should happen 2 weeks prior to the meeting. A task for this specific attendee should be created to send prep for the meeting 1 week prior to the meeting to all the attendees.

-The rest of the attendees should receive a reminder about the meeting 1 week prior to the meeting. This reminder should include all notes from previous meetings with the customer we're having the meeting with.

-After the meeting, when notes have been added to the contact in Hubspot, the notes should automatically be sent to all attendees.

I was wondering if all this is possible in Hubspot and if so if anyone has experience doing this.

Thanks!

Re: Creating an automation for upcoming meeting

TomM2 — Tue, 10 Oct 2023 11:24:15 GMT

Hey @RRutjens there's a good few steps involved so you will need to do some playing around to get this exactly right, but hopefully I can point you in the right direction!

A few things that should help:

1. You can enroll in a workflow with an event "meeting booked" and add a filter of "contact property meeting start time is X days from now".

Then from here you can add a workflow action in to create a task and assign it to a specific user, or a contact owner.

2. You could use the same enrollment criteria and just set the action as "send an external email" to remind the contact who has booked the meeting.

3. This all depends on where you are adding the notes. Realistically the most scalable way of doing this would be to add the notes into a multi-line text contact property, you could then use the contact property as a personalization token in an email. Set your workflow enrollment as "*property name* is known" then the action would just be to send the email with that personalization token so the contact.

The only drawback to all of this, is that it is based entirely off the contact who books the meeting.

HubSpot doesn't automatically pull invited attendees as contacts into HubSpot. So if I book a meeting with you and the invite 3 of my collegues to the calendar invite, these don't automatically pull into HubSpot and will not be associated with the meeting, so there is no way to automate this for those additional attendees.

Hope this helps!

Re: Creating an automation for upcoming meeting

RRutjens — Tue, 10 Oct 2023 12:18:57 GMT

Thanks a lot! Will take a look at this.

Re: Creating an automation for upcoming meeting

AMa28 — Wed, 01 May 2024 18:20:21 GMT

hi,

to send a confirmation email to user lead, how can i reference meeting start time in the email?