Meetings with a Contact w. multiple companies

[SSørensen]

Hi gyus, I hope you can help. 

In my HS account a contact can have multiple different companies associated. When setting up meeting scheduler the meeting will by default be associated to the contacts primary company and its deal. Is there a way to make sure their meeting is associated to a specific associated company and thereby also deal? 

Thank you in advance. 

[Lucila-Andimol]

Hey @SSørensen 

as you mentioned, the standard way for HubSpot is to associate with the primary company.

You can always change this manually (same working for emails, calls...any activity)

To do this, go to the meeting,

click on "associated with X records">company> and choose the right company.

As this is very manual for a specific case,

I'd recommend you to think what 'd the standard use case be

and set that up with the Beta tha Karsten mentioned

so that is easier to use and adopt.

There is a more advanced option that can be done for example if the words Logistics or Paris is mentioned in the name, there can be an automation that associates it to the right company A. But to do this programming is needed and of course standard definitions are needed too as mentioned before.

hope this helps

[karstenkoehler · Accepted solution]

Hi @SSørensen,

Yes, you can always manually change which record an activity is associated to: https://knowledge.hubspot.com/records/associate-activities-with-records#associate-an-existing-activi...

Additionally, there is a beta on changing the association defaults. You could check if the new options allow for your meeting requirements. Here's the full announcement:

CRM Platform

Configure Activity Association Defaults

Apr 24, 2024

What is it?

Within a new settings UI, admins will be able to configure the default activity association logic for logging certain activities on contacts, companies, deals, tickets, and custom objects records. They will be able to set default logging rules based on where the activity is originally logged (e.g. Contact record), the activity type (e.g. Task), and the associated records to log the activity to (e.g. Log to Primary Company).

Why does it matter?

Currently, when a user logs an activity onto a record there is inflexible and nuanced logic that determines how activities are logged to associated records of other object types. The non-configurable logic doesn’t accommodate for different business needs and sometimes causes irrelevant activities to show up on records. This new functionality will give admins flexibility and control over what they want their logging defaults to be, saving reps time spent manually adjusting for the logic that exists today.

How does it work?

• This functionality is available for Contacts, Companies, Deals*, Tickets, and Custom Objects
• When activities are logged to deals, the logging rules will only log to open deals
• The activity types that admins will be able to configure logging rules for are: Calls, Emails*, LinkedIn Messages, Meetings, Notes, Postal Mail, SMS, Tasks, WhatsApp Messages
• The configured default logging rules will only apply to activities logged from a record page. For example, only emails logged directly on a record page will be affected by the configured logging rules. This excludes emails created from the Marketing Email editor and any Connected Email Inboxes.
• The logging options will vary depending on the combination of selected objects and activities
• The possible logging options include:
• Log to none
• Log to 1 most recently associated
• Log to 5 most recently associated
• Log to all
• Additionally, when logging activities from a contact, deal, or ticket record to associated companies, there will also be an option to “Log to Primary Company”
• Note: When logging emails to contacts or logging calls to companies, the “Log to None” option will still include any recipients in the emails or calls
• The new settings UI allows admins to configure their default activity association rules based on the object type of the record the activity is originally logged on (e.g. Contact record), the activity type that is being logged (e.g. Task), and the associated records to log the activity to (e.g. Log to Primary Company).
• For example, admins can configure the rules so that any Calls logged from a Company record should automatically get logged to only the 1 most recently associated Contact.
• The default logic shows up as records getting automatically checked when reps are logging activities on records.

To configure your activity association default logic in settings:

• Click the settings icon in the main navigation bar and navigate to Data Management > Objects > Activities > Associations tab
• Select an object from the dropdown for where the activity is originally logged
• For example, if a task is logged on a contact record, select the Contact object
• Next, select the activity type that you’re configuring your logging default for
• Under Log activity to, click the dropdown for each of the associated objects you’d like change the default logging experience for
• The logging options vary depending on the selected object and activity types
• Select the logging option that you want to change the default logging logic to for each of the associated objects
• The options within the dropdown that represent the current HubSpot default logic have an orange default tag

• Once you’re done making your changes, click the Save button at the bottom left to save all changes

To see your configured default logging rules in action:

• Navigate to any Contact, Company, Deal, Ticket, or Custom Object record
• Click on any activity and within the popup window, click on Associated with # records
• In the box that pops up, the default logic that was configured in settings determines which associated records are automatically checked, which is visible in the Selected tab

Note: Any references to custom objects only apply to customers with at least one Enterprise subscription

For more information, please visit this Knowledge Base article

Who gets it?

All hubs and tiers

You can find the beta and opt into it here:

If you're not seeing it yet, you'll have to be patient for a little while longer.

Best regards