I need Outlook Meeting attendees added to HubSpot

[Peter_Jones]

Hi there,

We have a link that we share to 1 contact at a company to book in their onboarding call. Since the meeting tool only allows 1 email address to be added, we ask the 'booker' to forward the onboarding meeting invite to their colleagues who'll also attend.

In Outlook we can see the additional attendees, in HubSpot we can't. 

It doesn't seem to recognise there is anyone else attending, to then add them as a contact in HubSpot.

We need to email all attendees a pre-onboarding email, were we need to know all of the attending contacts in HubSpot.

Does anyone know why the Outlook > HubSpot plugin and connected app isn't picking up the additional meeting attendees?

Or, does anyone know how to get the additional attendees into HubSpot?

[elizheleva · Accepted solution]

Hi @Peter_Jones ,

as @PamCotton said, that's how the system works at the moment.

What I can think of as an idea in the meantime is the following. In the meeting link form, you can add a few additional fields for "who else is joining" and then have Participant 2, Participant 3, etc.

Then you can create a workflow to enrol the main contact and retrieve the values of those fields and create the new contacts in the system. I'd like to think that the emails will be with the same domain, so that should automatically associate them with the company of the main person submitting the form.

I hope that helps,

Eli

[PamCotton]

Hello, @Peter_Jones thank you for posting in our Community!

Currently, this is an expected behavior, when a meeting is created from your connected calendar, the meeting will only log on the timeline of contacts that already exist in your HubSpot account. HubSpot will not automatically create contact records if the guests do not already exist in your HubSpot account.

More information here.

I would recommend to please upvote this idea here 

Our product team, who monitors the forum regularly, can read your specific use case and understand why this would be a useful functionality or change. It also helps other customers facing the same issue to advocate for its implementation on your behalf by upvoting on the thread as well.

Kindly,

Pam