topic Meeting won't appear in Hubspot in Sales Integrations

Meeting won't appear in Hubspot

DBrazil — Fri, 17 Nov 2023 13:54:12 GMT

So I was invited to a meeting - most likely someone forwarding it to me - and all my contacts are in Hubspot that are on the meeting.

It os a MS Teams invite so we can assume that it was sent via Outlook.

I am on Google.

Cannot fathom why the meeting won't sync and feature in meetings under the contact.

Is there a way to auto force?

Frustrating as I need to know whatthe next meetings are by looking in Hubspot on an account

Thanks

Re: Meeting won't appear in Hubspot

TomM2 — Fri, 17 Nov 2023 16:45:54 GMT

Hey @DBrazil Was the meeting booked through the HubSpot meetings tool? The meetings tool only captures meetings that are booked through the tool. It doesn't capture and log all meetings made on a connected calendar and sync them to the contact record. So if you're looking for a meeting with a HS contact that was created through teams or gmail, then this won't show up on the contact record as it wasn't booked through HubSpot meetings.

Re: Meeting won't appear in Hubspot

DBrazil — Mon, 20 Nov 2023 10:03:10 GMT

I did wonder. However, I have an example of another meeting that had the same origination and yet it is pulling into Hubspot - so something else is happening here.

Both meetings were created by the Executive Assistant on behalf of their colleagues and I was invited. Only differences I can tell:

- meeting that does not sync with Hubspot was fwd'd to me by a colleague

-meeting that does sync to Hubspot I was invited directly

So still confused what is going on here.

Re: Meeting won't appear in Hubspot

TomM2 — Mon, 20 Nov 2023 10:08:13 GMT

Ah! Actually it looks like you can now log meetings from your calendar to HubSpot using this sync. I hadn't seen that before!

From that article:

"Once a meeting has been created, adding attendees to the meeting engagement in HubSpot won't add them to the calendar event. "

So I would guess that because the meeting was forwarded and you weren't on the initial invite it's not going to log.

Re: Meeting won't appear in Hubspot

DBrazil — Mon, 20 Nov 2023 10:18:46 GMT

OK - I fugured out what it might be, and I don't think it was because it was forwarded to me and I wasn't on the initial invite it's not going to log.

I already had the Google Calendar integration...

It states on the rules:

When a meeting is created from your connected calendar, the meeting will only log on the timeline of contacts that already exist in your HubSpot account. HubSpot will not automatically create contact records if the guests do not already exist in your HubSpot account.

As I didn't have any of these contacts in Hubspot then it makes sense why that would have happened.

A couple of points where the sync should be improved:

- Would be helpful if there was an option for Hubspot to create records that didn't already exist - as that would be a timesaver - especially if there are 10+ new people (prospecrts) invited along.

-When the contact is ultimately added to Hubspot then an automatic or manual force re-sync should be possible - and I haven't founf that.

-Where the domain of th ecompany already exists it could sync activity due to happen on that company

I might be wrong abotu this hypothesis so keen to hear if that makes sense to you Tom.

Thanks

Re: Meeting won't appear in Hubspot

TomM2 — Mon, 20 Nov 2023 11:36:08 GMT

That sounds about right to me to be honest!

I definitely agree with the points you've raised too. It's strange that a contact can't be created, it already happens with logged emails so I would expect it to do the same for the calendar. If I'm hosting a webinar with 30+ people I'd want to capture their information through the meeting.

It might be a good idea to raise this to the product team via the ideas board too!

Re: Meeting won't appear in Hubspot

DBrazil — Tue, 21 Nov 2023 10:47:10 GMT

Pls vote

Thanks