topic Re: Confirmation Email vs Client Accepting the Meeting in Sales Integrations

Confirmation Email vs Client Accepting the Meeting

LRico — Thu, 14 Dec 2023 07:23:43 GMT

Hi all,

I have seen that some clients don't show up after having scheduled a meeting. The main reason is that they do not find it in their calendars because what has been sent is just a confirmation email, and what they need to receive is confirmation of a meeting that they can accept or refuse, which appears automatically in their calendars as it shows when one receives an invitation for any meeting.

Have anyone worked arround this issue different that use Calendly?

Please, any idea will be very well appreciate it.

Many thanks

Re: Confirmation Email vs Client Accepting the Meeting

karstenkoehler — Thu, 14 Dec 2023 07:25:54 GMT

Hi @LRico,

The meeting tool is sending a calendar invite automatically – have you submitted your own meeting link and double checked?

Best regards

Re: Confirmation Email vs Client Accepting the Meeting

Jigar_Thakker — Thu, 14 Dec 2023 07:28:40 GMT

@LRico

You can ensure clients receive a meeting invitation instead of just a confirmation email by customizing the settings when inserting proposed meeting times in emails.

Make sure to include the length of time for the meeting, the title of the meeting, information about how and where you will connect with your meeting attendee, and a description of the meeting that appears in the invite.

This way, the contact can select one of the time slot options and then confirm the meeting time: https://knowledge.hubspot.com/meetings-tool/send-proposed-meeting-times-in-an-email

Let me know if you have any follow-up questions.

If my post was helpful in addressing your query, Support the community by indicating it as the solution.

Re: Confirmation Email vs Client Accepting the Meeting

LRico — Thu, 14 Dec 2023 20:22:48 GMT

Hi Jigart,

Thanks for your reply.

I think I forgot to mention that I was referring to the confirmation email that a client recevied when they book through the calendar page. Is there any chance still with that email to create a Accept boton for their own calendars?

Many thanks,

Luis

Re: Confirmation Email vs Client Accepting the Meeting

LRico — Thu, 14 Dec 2023 20:24:13 GMT

Hi Karsten,

Thanks for your reply.

This is the same reply I did to Jigart.

Many thanks,

Luis

Re: Confirmation Email vs Client Accepting the Meeting

karstenkoehler — Thu, 14 Dec 2023 20:26:55 GMT

Hi @LRico,

Do you mean that you'd like the calendar invite to be within the same email as the confirmation email? If so, this is not possible.

Other than that, HubSpot does by default send a calendar invitation. Have you tried booking a meeting on your own calendar? You should receive a calendar invitation.

Best regards

Re: Confirmation Email vs Client Accepting the Meeting

LRico — Thu, 14 Dec 2023 20:39:21 GMT

Hi Karsten,

I think the best way to show wha I received as a client when I book it from my online calendar. There is no chance that I can "save" it in my calendar in Outlook..

Do you have the chance to send me what you receive?

Many thanks,

Re: Confirmation Email vs Client Accepting the Meeting

karstenkoehler — Fri, 15 Dec 2023 05:20:52 GMT

Hi @LRico,

This is the email that HubSpot sends by default to someone who just booked a meeting:

If you book a meeting through your link, do you not receive an email like this? If so, can you try with another non-business email address?

Re: Confirmation Email vs Client Accepting the Meeting

LRico — Fri, 15 Dec 2023 10:05:56 GMT

Hi Karsten,

I can't believe it. My email is not like that.

That is the problem, I will check what happens if I use another email. The idea is to use the corporate one.

Many thanks for helping me, really appreciate it.

All the best and I will let you know what when i fix it.

Luis

Re: Confirmation Email vs Client Accepting the Meeting

Thadar — Wed, 26 Jun 2024 05:05:41 GMT

Hi @karstenkoehler ,

Is it possible to stop sending this default confirmation email? We want to send out double opt-in email whenever a contact books a meeting. The problem here is that this default confirmation email is sent out before opt-in email.

Any workaround solution for that?

Thank you!

Re: Confirmation Email vs Client Accepting the Meeting

MGage9 — Mon, 28 Jul 2025 13:54:25 GMT

I did a test for booking a meeting and did not receive this email. I only received a default "meeting booked" email with no option to confirm or add to calander.