Meeting Attendees continually updating

[SRucker]

Our org offers webinars as a service/product. The service team uses Meetings to log the webinars and make note of who attended them. Originally, Hubspot records all of the invitees as attendees to the meeting, and we then go through after the webinar occurs and manually de-select those who did not actually attend. It seems that Hubspot is refreshing these selections after a short period of time and all of the invitees are then re-selected as attendees. This is a huge problem for us as it requires us to manually keep track of this information offline. Is this a bug or is there a solution?

[jolle · Accepted solution]

Hey @SRucker, thanks for reaching out! Can you tell us a little bit more about your current setup? Where are you hosting the webinars? Do you have any integrations in place to connect those webinars to HubSpot? How do contacts sign up for webinars?

I feel like you may be able to better accomplish webinar tracking outside of HubSpot Meetings. Meetings are more designed to track one-to-one or small group engagements, so this use case may be stretching their functionality. I'm not sure why HubSpot is reverting changes that you're making, but you may be able to streamline your approach. If you have an integration (i.e., EventBrite) or even a webinar sign-up form, you can track webinar attendance more easily and less manually.

Happy to share some additional thoughts if you can tell us more about what you're doing today! Thanks!

[franksteiner79]

Hi @SRucker 

Just to clarify you are using the HubSpot Meeting option for this and manage attendees via the attendee option on the meeting activity as per the below screenshot?

Can I ask what HubSpot subscription tier you have - Starter, Pro, or Enterprise?

How many of these webinars do you run a week or month?

What webinar software are you using?

I am just trying to understand the scale. Using the HubSpot Meetings for this strikes me as unusal.

I also just tested adding and then removing meeting attendees, and the numbers are increase and decrease accordingly. 

Frank

 

[SRucker]

Yes, the setup is as shown in the screenshot. There are plans to change this setup but for now we will be continuing to use the Call/Meeting type to record the webinars. The invitations are sent through a Google Calendar invite. 

[franksteiner79 · Accepted solution]

I would document the issue with a few screenshots and log a ticket with HubSpot Support. As I mentioned, I tried this and it works as expected, so my best guess it that this is a bug. Two final things, just to rule them out:

1. Are your users clicking save after they make changes?
2. I did notice a slight delay when loading the records screen, so the initial number is wrong but then shows correctly after a second or two. 

Frank

[jolle · Accepted solution]

Hey @SRucker, thanks for reaching out! Can you tell us a little bit more about your current setup? Where are you hosting the webinars? Do you have any integrations in place to connect those webinars to HubSpot? How do contacts sign up for webinars?

I feel like you may be able to better accomplish webinar tracking outside of HubSpot Meetings. Meetings are more designed to track one-to-one or small group engagements, so this use case may be stretching their functionality. I'm not sure why HubSpot is reverting changes that you're making, but you may be able to streamline your approach. If you have an integration (i.e., EventBrite) or even a webinar sign-up form, you can track webinar attendance more easily and less manually.

Happy to share some additional thoughts if you can tell us more about what you're doing today! Thanks!