Workflow to automate follow up task after meeting end time

[M-1]

Hi all,

I’m looking into the possibilities to have a workflow that automatically creates a task for the contact owner that is due 1 hour after a meeting end time.

Example:

I book a meeting (via de scheduler or just manually via hubspot) for the 8th of march from 2-3pm with a contact.
I would like automatically create a task for me to follow up on that meeting that is due the 8th of march at 4pm.

is this possible in any way?

Thanks in advance!

[PamCotton]

Hey @M-1, thank you for posting in our Community!

I was able to find a similar Community post about it here, where our champions provided more information about it.

You can set this up using a workflow in HubSpot. Trigger the workflow based on the meeting activity, add a 1-hour delay, and create a follow-up task for the contact owner. It may require creating a custom property.

I hope this information helps,

Pam

[Onkarv]

This is doable @M-1 posting the process below

Navigate to Workflows

• Go to Automation > Workflows in your HubSpot account.
• Click Create Workflow.
• Choose Start from Scratch and select Contact-based workflow.

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Set Up the Trigger (Meeting End Time)

• Click Set Enrollment Trigger.
• Search for “Activity type” and select it.
• Choose “is any of Meeting” (so the workflow triggers for meetings).
• Click Refine filter and add Meeting end time (choose “is known”).
• Click Apply filter.

This ensures the workflow only runs when a meeting ends.

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Add a Delay (1 Hour After Meeting End Time)

• Click the + button to add an action.
• Select Delay for a set amount of time.
• Set the delay to 1 hour.

This means the next action (task creation) happens 1 hour after the meeting ends.

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Create the Follow-Up Task

• Click the + button again to add an action.
• Select Create Task.
• Set the task details:
  • Task title: “Follow-up on meeting with {{contact.firstname}}”
  • Task type: Follow-up
  • Assign to: Contact Owner
  • Due date: Set to “0 days from task creation time” (so it’s due immediately after the 1-hour delay).
  • Priority: Normal or High
  • Notes: Add something like:
    • “Follow up with {{contact.firstname}} after the meeting. Review notes from the meeting and check for next steps.”

This ensures the contact owner gets a task reminder 1 hour after the meeting.

[karstenkoehler]

@Onkarv I stumbled upon your reply and would like to point out to things:

• The meeting end time is known before the meeting, filtering for ‘is known’ does not wait until the meeting has passed.

• Creating a contact-based workflow based on activity properties block re-enrollment, limit the execution of this workflow to one-time-only per contact.

Please also keep in mind that the community guidelines require content generated with AI to include a corresponding disclaimer. There are quite a few indicators that your reply was generated in such a way. cc @CommunityTeam

[karstenkoehler]

Hi @M-1,

Without meeting workflows, this is possible with a caveat. You can use the ‘Trigger enrollment when an event occurs’ option based on a meeting outcome changed:

This is as far as I know the only way to reliably achieve what you want to do. It does however require you to change the meeting outcome manually first (something that I would generally suggest you do for better reporting, if you don’t do it yet).

The alternative, a contact-based workflow, would require a workaround to ensure re-enrollment, should a contact book a meeting again. This can currently only be achieved through an additional list (contact associated to activity with activity type = meeting and with activity date less than 0 days ago) and re-enrollment through that list membership. Contacts will leave the list when when the meeting was before last midnight, re-enroll once a new meeting just completed. You could then add a one-hour-delay to your workflow, then send a notification.

This will not create a task however when a contact has multiple meetings in a day, as they won’t leave the list – which is needed for re-entering the list later and for re-enrollment. We’re talking edge cases here but they do occur.

Let me know if you have any follow-up questions!

[LFenton20]

@karstenkoehler for the list membership option it seems re-enrollment is not possible. I’m using a company workflow instead of contact but should be the same re-enrollment rules. Is there a workaround I’m missing?

[BrSimon]

Hi there, I found an alternative way to get this working. It requires a few steps and I am still confirming everything works as expected myself, but it allows me to have a task generated 1 hour after a scheduled meeting, regardless of meeting outcome.

1. Create a Contact Property for “Upcoming Meeting Start Time”
2. Create a Workflow that triggers whenever a contact has completed: Meeting Booked
3. Set The Upcoming Meeting Start Time to copy the value from the “Meeting Start Time” from the meeting activity.
   1.
   
   

1. Create a delay for 1 hour after the Upcoming Meeting Contact Property
2. Create the task.

[M-1]

Thanks! I’ll try this. Enable ‘re-enroll’ should be activated for the workflow I guess?

[BrSimon]

Yes, Since it is triggered on Meeting Booked, which is an event that can be re-enrolled. All meetings booked through meeting links will trigger this process.

[M-1]

Hi BrSimon, does this only work when a contact books a meeting through the scheduler? Or also when a meeting is booked by the contact owner on the contact page?

Thx!

[BrSimon]

On the contact page are you submitting a form with a meeting date/time or is it a more standard contact form.

If a Meeting link is embdedded and scheduled, then you should be all set.

If it is a contact form, if you change the enrollment critera to trigger based on the form’s submission and if you have a date that can be stored based on the steps I outlined, that should work. Instead of copying form the meeting start time, it would be using the date that comes through from the form itself.