topic Re: Best practice / tools / workflow to send SMS reminders 30 minutes before HubSpot meetings? in Sales Hub Tools

Best practice / tools / workflow to send SMS reminders 30 minutes before HubSpot meetings?

FFreudi — Thu, 21 Aug 2025 15:24:10 GMT

Hi everyone,

I’m currently trying to set up a workflow where every participant of a meeting booked via the HubSpot meeting tool automatically receives an SMS reminder 30 minutes before the meeting starts.

Ideally, the SMS should also include the Google Meet link from the HubSpot meeting.

My setup/tools:

HubSpot Sales Hub Professional
Zapier account
WebSMS.de account (for sending SMS, can be included in both, Zapier, as well as HubSpot workflows

I’m wondering if anyone has best practices or proven setups for this kind of reminder flow. Would you recommend building this via a HubSpot workflow, or rather through Zapier?

Any ideas, examples, or experiences would be highly appreciated!

Thanks in advance 🙌

Re: Best practice / tools / workflow to send SMS reminders 30 minutes before HubSpot meetings?

Victor_Becerra — Thu, 21 Aug 2025 16:57:46 GMT

Hi @FFreudi
Thank you for reaching out to the Community!
I'd like to invite some community members who are subject matter experts to join this conversation.
@JessicaBaskey @karstenkoehler @briannester - Would you be able to share any insights on this? Your expertise would be greatly appreciated.
Best,
Victor

Re: Best practice / tools / workflow to send SMS reminders 30 minutes before HubSpot meetings?

Consultey — Fri, 22 Aug 2025 05:52:32 GMT

Hi @FFreudi,

I'm happy to help you achieve the outcome you want.

Actually, in a hubspot meeting there is a way to send an email to invitee before 30 minutes but SMS are not avalible yet. Also via workflow seems like it's need lots of effort to do plus custom code and API calls with third-party tools.

So, instad of hard work, I would recommanded to check Calendly option for a while to do what you are looking for! In a Calendly you can easy to do that without Zapier or WebSMS.de. Watch this video to know more - https://www.youtube.com/watch?v=mqoeZDfDDB8&t=44s

Also for contact and meeting event sync with HubSpot back, you can use Calendly app available in the HubSpot marketplace.

Let me know if you are looking for only HubSpot solution and have operations hub, custom code experience to implement workflow!

Re: Best practice / tools / workflow to send SMS reminders 30 minutes before HubSpot meetings?

FFreudi — Fri, 22 Aug 2025 07:02:31 GMT

Thanks, how about this appraoch? https://www.youtube.com/watch?v=vx07kA6ctSA

The downside, however, is that I would need to build and maintain a separate Zap for each of my employees....

Re: Best practice / tools / workflow to send SMS reminders 30 minutes before HubSpot meetings?

Consultey — Fri, 22 Aug 2025 18:29:28 GMT

The new Zapier-based approach that you shared also looks promising, and yes, you need to build a separate Zap for each employee.

Again, I'm not a doing a favor of Calendly but in a Calendly you should have an option to setup a managed workflow for entier organization (including all users).

Read this : Managed Workflows are automated email and text messages. They work with Managed Events across your organization. Use these Workflows to create consistent messaging and a standard scheduling experience for everyone.

So, if your first priority to solve a SMS notification for Host or Invitee, you might need this. If anyone from community have an other best option within a HubSpot or Zapier, I would also like to learn about it.

Thank you!

Re: Best practice / tools / workflow to send SMS reminders 30 minutes before HubSpot meetings?

Coopr — Tue, 23 Dec 2025 21:01:30 GMT

I wish we didn't have to build this - it should be a native feature of HubSpot Meetings!