Meetings Updates: Rescheduling, Canceling, Stopping Appointment Reminders

HubSpot Ideas
1

I think we can all agree that the UX of HubSpot meetings is FAR superior to others - except one: Calendly.

We need core features of any scheduling application:

  • Allow users to reschedule their meeting via a custom link
    • This would then update the previous meeting outcome to rescheduled, the appointment reminders for the rescheduled meeting would update to the most recent meeting scheduled, and the previous event would be removed from calendars.
  • Allow users to cancel their meeting via a custom link
    • If meeting is canceled, update meeting outcome to canceled and allow us to trigger workflows/sequences off the canceled meetings
    • Stop appointment reminders for that meeting for the customer and remove event from calendars

Some nices to haves:

- A better organization experience of meetings - ability to create folders for different meetings, if we have folders, show those first - not the individual meeting links

- Truly custom urls that don’t contain the creator of the meeting in the URL (seems pointless)

2

I’d also like the ability to send an SMS to a client 10 minutes before a scheduled meeting. We do mostly phone meetings and this is something Calendly has built in and seems to work well for us (but I’d rather use HubSpot meetings).

3

Looks like we can request beta access to this feature!

https://community.hubspot.com/t5/HubSpot-Ideas/Allow-contacts-attendees-to-Cancel-amp-Reschedule-events-using/idi-p/19766

4

This feature is now available!

Check it out here: Create scheduling pages with the meetings tool

Search ‘reschedule’ or in your Hubspot meeting’s tab under each meeting you’ll see the new feature.

5

HS has made a great start on this very necessary feature, but at the Sales Enterprise level it needs to be more robust with rescheduling and cancelling with auto-updates to meeting outcome stages. We also need to have an easy and efficient interactive view of all meetings scheduled with the ability to make changes as needed in HS that updates the associated records and sends emails.

6

We need to be able to have a calendar page to view all bookings for multiple team members, and have the ability to reschedule/cancel bookings easily without having to go to the contact record/Google calendar to modify/delete a booking.

Workaround to view all bookings is to set up a report & have it shown on a Dashboard, but I’m suprised this is not a dafult option shown under the Meetings tab.

@zeke

7

Currently, if a meeting is cancelled or rescheduled, the time slot does not become available.

In other words, you cannot book a meeting in a time slot that was previously allocated.

Also, when a meeting is cancelled from within HubSpot, it does not reflect in Outlook/Gmail & still appears as an upcoming meeting in HS. Therefore the customer will think that the meeting is still ‘active’…

Would be great if an update could be made to fix these issues, thank you.

Please click here to upvote this issue: Free up Availability for Cancelled or Rescheduled Meetings

8

100% agree. The contact owner (and meeting organizer) should have the power to cancel the meeting and therefore be able to cancel email reminders.

9

100 agree. Additionally

  • The meeting creator needs to be notified when an attendee/client cancels or reschedules their meeting.
  • If the meeting creator cancels the meeting - they should be able to do it on Hubspot and then have an automatic email sent out to all attendees.
10

100 agree. Additionally, would love the fuction to be able to scedule meeting to a shared company email address, rather than a personal one, as we have a team of staff who pick up meeting appointments.

11

+1 , We just resorted to a somewhat riskier method of using the exact same API calls that their scheduler UI uses (meetings-public, those calls DO sync the calendar, but are not offically documented and could change/break completely at any time (however, as long as they want their ui scheduler to work, i expect this to keep functioning ), anyway… for the moment, that does the trick for us.
Reschedule :
Post request
https://api.hubapi.com/meetings-public/v1/book/reschedule, with body

{“startTime”:1767710700000,“endTime”:1767711600000,“slug”:“yourslug”,“meetingChangeId”:“yourmeetingChangeId”}

Cancel :
Delete request
https://api.hubapi.com/meetings-public/v1/book/?slug=yourslug&meetingChangeId=yourmeetingChangeId
Why these endpoints are not public facing or documented beats me…