Context:
We have a demo request form (HS step-form) on our homepage. Previously, this was a simple form, but we changed it into a step form and added a new field to let visitors identify themselves (prospect, existing customer, student, etc.).
Here’s the logic: if the email is a work email, plus the visitor identifies as a prospect, plus a certain specific company size, then a HubSpot meeting scheduler form pops up. This shows available sales team slots and books a meeting directly with an AE, bypassing SDR qualification. The intent was to improve customer experience and shorten the sales cycle.
Other visitor types follow different paths (e.g., upsell, support, partnerships).
Issue:
We’re running into a major problem:
- Visitors can submit the form multiple times in quick succession
- Each submission books a separate meeting (due to round robin across different AEs)
- Workflows then create multiple deals, so a single visitor can end up with 4–5 meetings booked across different AEs within minutes
This creates duplicate deals, ownership confusion among AEs, wasted capacity, and ultimately a poor prospect experience (multiple invites + higher no-show risk).
What’s needed:
A native HubSpot option to prevent duplicate meeting submissions within a configurable timeframe (e.g., 15–30 days). Specifically:
- If a contact already has an active meeting, block further meeting submissions.
- Instead, display a custom message: “You already have a meeting scheduled with us on [date]. Looking forward to connecting then.”
- Allow admins to configure the cooldown period (X days).
Why it matters:
This feature would prevent duplicate deals, reduce no-shows, eliminate AE confusion, and deliver a cleaner experience for prospects. Today the only workaround is external scripting, but a HubSpot-native feature would address this much more effectively for all customers.