Can I create a meeting without inviting the contact?

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Occasional Contributor

Can I create a meeting with a contact without sending them a meeting invite? I want the meeting attached to the contact record so I can see it as an activity, but I don't want to put an invite on their calendar. 

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Top Advisor | Gold Partner

Hi @steveyoungburns 

 

You can create a meeting - with your Contact's email as an attendee - in your Gmail calendar and *not* send them an email invitation to the meeting. Gmail Calendar syncs with HubSpot (I assume Outlook does too).

 

Alternately you could simply log your meeting in the CRM on the Contact. That way it's only ever in HubSpot.

 

 

Screen Shot 2019-03-16 at 10.13.50 AM.png

 

Mike

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Top Advisor | Gold Partner

Hi @steveyoungburns 

 

When I did an acutal test in Gmail it gave me an endless loop when I hit Save...  "Do you want to invite the guests". No. "Do you want to contiue editing". Yes. Save & repeat.

 

So I would log the meeting in HubSpot.

-Mike

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Solution
Top Advisor | Gold Partner

Hi @steveyoungburns 

 

You can create a meeting - with your Contact's email as an attendee - in your Gmail calendar and *not* send them an email invitation to the meeting. Gmail Calendar syncs with HubSpot (I assume Outlook does too).

 

Alternately you could simply log your meeting in the CRM on the Contact. That way it's only ever in HubSpot.

 

 

Screen Shot 2019-03-16 at 10.13.50 AM.png

 

Mike

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Occasional Contributor

Still not a great solution. I would think that as strong a tool Hubspot is for CRM that you would be able to set up and take notes on a meeting without the attendee/customer getting your notes unless you wanted them to. 

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Occasional Contributor

How do you create the meeting with the contact but not send them an email invitation? I thought I did this by unchecking Attendees, but that sends an invite. 

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Occasional Contributor
Sorry for multiple replies. I played with it again. I unchecked the attendee, but left Associated with record checked. This put the meeting on my calendar but did not include the contact in the meeting, and did not send an invite, but did leave the meeting in the contact's record.
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Solution
Top Advisor | Gold Partner

Hi @steveyoungburns 

 

When I did an acutal test in Gmail it gave me an endless loop when I hit Save...  "Do you want to invite the guests". No. "Do you want to contiue editing". Yes. Save & repeat.

 

So I would log the meeting in HubSpot.

-Mike

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Occasional Contributor

I checked that case. if you remove the attendee you cant save the meeting anymore. i think it was working couple weeks ago. maybe hubspot changed something. The way to setup the event is just a workaround because you need to have the email of the record to add so its synct with that account. Would be great if hubspot allows even without sending emails the event. The benefit just to have it in your own calendar is vital....

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New Contributor

Hi

 

I´ve played with the different suggestions but either I didn´t understand correctly or they don´t fit with what I need. I understand that you can create any event on your gmail and if you don´t assign any attendees it will fill your agenda. But I prefer working from the CRM insted of gmail. So, if I´m following the contact´s timeline and decide to, for example, visit again this guy who´s my customer, I will decide there to post a new meeting. As all my contacts have a valid email, I cannot avoid sending them a calendar invitation after this. Also, if I have any personal records I write to focus during the meeting, this contact will get them when they open the calendar invitation. Has anyone found a way of solving this without entering the information twice (first on google calendar, then on Hubspot). Hope I´m clear, thanks!

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Occasional Contributor

Bump - still an issue. Hello @hubspot

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New Contributor
My work around was to create a email replace customers with that create a new field and put actual customers email there so every meeting sent invite to dummy email haven’t tried to change it back after that might work too
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New Contributor

Yeah, I also thought about that, but it seems that if you do change the primary email into a dummy one, you´ll loose some of the functinoalities that really help you saving time. I.E., having all your conversations with that contact on Hubpsot when integrating with Gmail/Outlook. 

 

There is an idea posted that has been submitted 9 months ago and is on the dev pipeline from what I´ve read on the Ideas Forum.

 

Anyone from @hubspot who would like to comment on this?

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Occasional Contributor

Agreed that I think you would lose some of the functionality that makes Hubspot work. I'd love to see Hubspot chime in here with an update. @hubstpot 

 

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Community Manager

Hi all,

 

Currently the best option within HubSpot will be to follow the recommendations suggested by @Mike_Eastwood.

 

If you would like to see this functionality expanded upon in the future, I would recommend following the idea where this has been requested.

 

Thank you,
Jenny


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Occasional Contributor

@jennysowyrda are you saying I should go back to @Mike_Eastwood's original suggestion to log the meeting? That's really just a workaround, not a solution. Has Mike proposed a better solution elsewhere in the forums? If so, will you please post a link to that post or discussion? Thanks. 

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Top Advisor | Gold Partner

Hi Steve

 

I just ran some more tests and found even if you don't send email invites the calendar event shows in the other persons calendar... and in HubSpot.

 

Therefore the only way I can see it working is if you use the "Log Meeting", set a date (which can be in the future) and description.

 

Have fun

Mike

 

 

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Community Manager

Hi @steveyoungburns,

 

I would recommend using Mike's suggestion as a workaround and following the idea to implement the specific functionality you are looking for. 

 

Thank you,

Jenny


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Occasional Contributor

I have no choice but to do what Mike suggested. Are you saying - by not saying that you have a better solution - that Hubspot has no intention of addressing this shortcoming?

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New Contributor

I have read a lot of work arounds and think there's an easy @hubspot solution.  My issue is similar in that I want to log the results of the meeting (replacing the meetings logistical information from the calendar) with the actual notes, but cannot do this without sending out to attendees (and they are internal notes I don't want public).  I don't understand why there isn't an option to edit the original meeting from the calendar, save and a button that says don't send to attendees .  That would solve most of these issues ive seen on the string.  If I edit the meeting details in advance Im going to do it in Outlook anyway, not hubspot - even if booked through hubspot.  Right now I have to log a second meeting for the notes which messes up my activity reporting.

my two cents.