2 team members included in a meeting

[gwiseman]

Is there a way to make sure two team members are notified and included in meetings that are booked with a meetings link?

[LSPickard · Accepted solution]

Great question. If you create a workflow inside your Hubspot you can automate an internal notification email to another specified member of your team.  This will let them know that a meeting has been booked.  You can then include a task notification to the meeting owner to then action including the other team member into the booked meeting. 

[karstenkoehler · Accepted solution]

Hi @gwiseman!

Yes and no, HubSpot doesn't support this by default but there are workarounds.

For another person (other than the host and the contact who has booked the meeting) to be included in the meeting, they must be a HubSpot contact. (Inviting another HubSpot user is not possible.) In other words: If you want to include another team member in a meeting, you need to create a contact record for them. Unfortunately, inviting additional contacts cannot be automated. You need to navigate to the contact record, find the meeting and manually add the contact record of your team member.

Another option would be a team meeting link that includes both team members right from the start: https://knowledge.hubspot.com/meetings-tool/create-a-team-meetings-link

As far as notifying team members goes, this can be achieved with a workflow. (Workflows are included in your Professional subscription.) You can create a contact-based workflow and enroll contacts who have filled out a specific meeting link, for example by team member A. Now you'd add a workflow action, an internal notification to team member B. This notification could include a link to the record of the contact who booked the meeting and let team member B know that they need to add themselves to the meeting.

Hope this helps! Let me know if you have any follow-up questions.

[LSPickard · Accepted solution]

Great question. If you create a workflow inside your Hubspot you can automate an internal notification email to another specified member of your team.  This will let them know that a meeting has been booked.  You can then include a task notification to the meeting owner to then action including the other team member into the booked meeting.