I’m a little in shock that this is so challenging. I’m hoping there is something I’m overlooking. Would love to learn about any effective workarounds. My client has both marketing and sales hub pro.
Client primarily schedules meeting with contacts in hubspot from the “create meeting” button on the contact record. We want to create a flow that looks like this:
IF meeting Type = in person -- Enroll contact into PreAppt workflow
Send marketing nurture email message 1
Branch Logic - IF the 'Meeting Date is more that 2 days out
Delay for 2 days then Send Email nurture Message #2
Then 1 day before ‘Meeting Date‘ - Send Email nurture Message #3
On day of ‘Meeting Date‘ - Send SMS Final reminder
Challenge
There appears to be no default contact property that logs the meeting date when it is scheduled from the contact record. The default ‘date of last meeting booked using the meeting tool’ does not apply here.
There is a next activity date, but that can get overwritten if another activity is set for the future.
Support suggested I could capture this meeting date from an activity field into a custom date property on the contact record.
The main challenge with custom meeting automation in HubSpot is that workflows are contact-based, not activity-based. In other words, if you enroll a contact into a workflow to remind them about an upcoming meeting and the contact chooses to reschedule or schedule another meeting, then the contact-based workflow will only be able to check if there is any associated meeting matching certain criteria.
That’s the reason why I, personally, don’t typically set this type of workflow up. I simply find it too unreliable for such a crucial touchpoint. And yes, that’s a sad realization for a platform of the size of HubSpot.
These requests submitted to the HubSpot Ideas section of the community are reviewed by the HubSpot product team, based on their popularity and the assumed demand. I’d recommend commenting and upvoting.
You can also help other HubSpot users find this request more easily (and drive traction) by accepting my reply as a solution. I’d appreciate it, too.
IF meeting Type = in person -- Enroll contact into PreAppt workflow
Send marketing nurture email message 1
Branch Logic - IF the 'Meeting Date is more that 2 days out
Delay for 2 days then Send Email nurture Message #2
Then 1 day before ‘Meeting Date‘ - Send Email nurture Message #3
On day of ‘Meeting Date‘ - Send SMS Final reminder
For an approximation of this (again, keep the distinction between contact workflow and hypothetical activity workflow in mind), you would not check for a contact property but an association of the contact to an activity with the corresponding meeting type and activity date.
To set this up, create an AND/OR branch > Add criteria, then use the “Filtering on” dropdown to the upper right to switch from “Contact (Current Object)” to “Activity” to access activity properties. Specify meeting type, meeting date etc – and keep in mind that this will check whether there is any associated meeting that meets the criteria. Very often that will be the one that caused enrollment but it doesn’t have to be the exact same one.