Issue observed
A user of ours removed the automated reminder from a specific meeting invite before sending, but the reminder still sent anyway.
HubSpot Support clarified that if account-wide default meeting reminders are enabled, reminders will still send even when a user removes them in the meeting booking tool (unless the portal default is turned off).
Why this is a problem
- The UI implies a rep can remove reminders at the individual meeting level, but the system behavior can override that based on portal defaults.
- This creates unexpected communications to prospects and reduces trust in scheduling workflows.
- The current setup forces an all-or-nothing decision: if one user wants control, admins must turn off portal defaults for everyone (and then everyone loses the ability to set a personal default).
Additional limitations surfaced
- Reminder timing can only be set as “X time before,” with no option to exclude weekends / business days only.
- If portal-wide defaults are turned off, users cannot set their own default reminders—they must manually add reminders every time they create a meeting.
- For rescheduled meetings, reminders remain based on the original meeting’s reminder setup (only the date changes).
Requested improvements
- True per-meeting override: If a user removes reminders on a meeting, reminders should not send—regardless of portal defaults (or make this behavior explicit).
- Admin control toggle: Allow Super Admins to choose whether users can override/remove the portal default reminder.
- User-level defaults: If portal-wide default reminders are turned off, let each user set their own default reminders.
- Business-day logic: Add an option for reminders to send on business days only (or “skip weekends”).
- Clearer admin UI messaging: If the intended behavior is “users can adjust timing but not remove reminders completely,” document this directly on the settings page.