I am trying to streamline my team’s meeting setup as they are currently using google sheets to keeo track of it.
These are the actions I want to set up -
Meeting can be created by an SDR but should be assigned to an AE - I wanted to set up a workflow for the roles, so that if the “created by” property is an SDR, the “activity assigned to” will be popultaed by an SDR. Can seem to do that.
Initial meeting - I wanted to create a checkbox for this so that accounts who didn’t have a meeting in the last 90 days will have that checkbox ticked on the meeting level. Can I event create new properties on meetings??
Update outcome and meeting type - I wanted to run a workflow that would update these fields besed on criteria, but I can’t seem to find a way to edit fields on the meeting level.
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.
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As far as workarounds go, these would currently rely on custom development based on the HubSpot engagements API: 2026-03 API reference - HubSpot docs
In other words, this can be done but not with out the help of developers and development resources.
Some of this is possible today, but it’s not a meetings workflow as you are thinking about it in terms of an object-based flow.
1. For this one it would be better to understand your overall business structure as there are potential ways to build this out. First, SDRs can book a meeting on behalf of someone else, but it sounds like you are missing crucial tracking in the handoff process. Part of this could be built into the lead object if you are using sales pro/ent and could potentially involve additional hubspot user properties to help you track this information if you have team selling processes.
2. If you are using the built in Hubspot meetings tool you can query properties do see the last meeting date and see if that is within the last 90 days and potentially trigger an action based on that property. All default properties and definitions can be found here: HubSpot's default contact properties
3. This is the only one I am not sure of top of mind as the outcome is likely manual based on a rep closing out the meeting, but the type could be saved by the bookings tool if I am not mistaken or also manually set by the rep. The outcome piece may be more complex and I would probably recommend initially to set the value manually and determine the full scope and complexity of constructing that functionality.
You CAN now create meeting properties and also now there is an meeting index page. It is in BETA but you can sign up in your product updates section. However, still cannot use workflow to update these, but it is the logical next step
In the meantime…
For the first option, an alternative could be to book the meeting from the record, the SDR will book the meeting from there; the Host will be the AE and the organiser of the SDR. Any attendee needs to be record in HubSpot. See example below.
If doing this from the scheduler, the SDR could book the AE meeting schedule, and you could use a custom owner property to track which SDR booked the meeting. If using territories a workflow can work here.
For the second goal, you can use last meeting booked was 90 days ago (if using the scheduler) or use a list filter by associated activity and use meeting end time and trigger with the list, and use the Initial Meeting checkbox at the contact object level automatically or create a task to update manually a custom meeting property.
For the third goal, you could have a workflow that triggers after the meeting end time to remind the user to update the Meeting outcome, which can be either an internal notification or an actual task.
You can handle all this from the meetings index page!
Good news, your third point is now easily solvable through meeting-based workflows HubSpot Login and Sign in
Meetings in Workflows
What is it?
Meetings properties and automations are now available in workflows to help save time and automate tedious work!
Why does it matter?
Workflow automations can be created based on meeting bookings and meeting properties to save reps time and help progress deals forward.
How does it work?
When creating any workflow, users will now have access to any created meeting records and any properties on those meetings to use in automations.
Navigate to Automation > Workflows and click “create workflow from scratch”.
You can create a workflow that triggers when a meeting event is created by selecting Data values > Record created.
Select “Meeting” as the object for the trigger.
Complete the provided steps to define eligible records and re-enrollment settings.
Add any additional criteria to your workflow trigger (e.g. only trigger the workflow when call and meeting type is “discovery” or “demo”). You can also add additional criteria for objects associated to the current meeting (e.g. the associated contact or company).
Continue to build your workflow by adding any actions that should be completed when the meeting is created.
For example, you could choose to create a deal record anytime a demo meeting is booked and automatically assign the deal to the meeting owner.
Who gets it?
Marketing Hub Professional, Marketing Hub Enterprise, Data Hub Professional, Data Hub Enterprise, Sales Hub Professional, Sales Hub Enterprise, Service Hub Professional, Service Hub Enterprise, Smart CRM Professional, Smart CRM Enterprise
