Allow contacts/attendees to Cancel & Reschedule events using Meetings

taylorfriss

Contacts are double booking without canceling their previous meeting! It would be great if they got a HubSpot confirmation email with a reschedule button on it, or if the Contact already has a meeting book, the Meetings page recognizes it and presents an option to reschedule or cancel old meeting. 

HubSpot updates
Status updated to: In Beta
Oct 5, 2021

Hi Community! 

 

Thank you all for your patience and feedback in getting this feature to the top of our list! I'm happy to announce today that we now have a beta for this feature ready for folks to get access! You can reach out to your success point of contact at HubSpot and we'll get you in within 24 hours!

 

Some details:

This feature will allow attendees that scheduled a meeting to reschedule or cancel a meeting. Our goal in introducing this feature is to prevent you and your team from showing up to a no-show, and encourage your contacts/attendees to keep their meeting on the books! Reschedule and Cancel links will be available in the event as a raw URL. We did this rather than linked text due to an issue with the Microsoft Outlook API, that causes linked text to break occassionally.

 

When a meeting is cancelled, the event persists in the calendar, with the added text of 'Canceled' and both attendee and organizer status will be updated to 'Not attending'. The meeting event outcome in HubSpot will be updated to 'Canceled'. This was done to allow for the tracking & reporting of meetings that have been cancelled via the HubSpot CRM.

 

When a meeting is rescheduled, the calendar event is moved to the updated date and time. Email updates will go out to the attendees of the meeting with the new date and time. This was done to prevent duplicates. Below are some images of this functionality:

 

glencornell_0-1633443070548.png

glencornell_1-1633443135185.png

glencornell_2-1633443159256.png

 

Re: Reschedule Meetings Feature - changed to: In Planning
Sep 19, 2021

Hi Community,

 

Just a quick update here that we are very close to a beta for this functionality. Our plans would allow for reschedule links in the confirmaion emails, and the description of the calendar event. Attendees would have the ability to Cancel or Reschedule a meeting.

 

When cancelled, the meeting title would update with the word CANCELED at the beginning, and the outcome of the Meeting event in HubSpot would update to 'Canceled'. 

 

When reschedule, an attendee scheduling a meeting would be brought to the Meeting scheduling page flow to choose a new time. Once a new time is selected, the original calendar event will update to the newly selected date. 

 

We are testing this functionality this week, and plan to release this as a public beta as soon as the feature passes all tests. Thanks again for your patience and excitement as we develop this feature

Re: Reschedule Meetings Feature - changed to: In Planning
Aug 19, 2021

Hi Communty! 

 

Thank you all for the feedback, and I apologize for the long wait you all have had to take for this feature. We are in development on new functionality that will allow attendees to cancel or reschedule meetings that they have booked through the Meetings tool. This will include buttons/links in the confirmation/reminder emails and the description within the calendar invite to let an attendee cancel or reschedule a meeting.

 

When a meeting is cancelled, the calendar event will update to reflect that the meeting has been cancelled and the 'Meeting outcome' of the event in HubSpot will update to 'Cancelled'

 

When an attendee chooses to reschedule a meeting, an attendee will be brought to the same booking flow to schedule a new time. The original calendar event will update to reflect the new time that has been selected. 

 

We plan to have a beta ready for testing in the next 2-4 weeks. I will update this page once we have news!

 

Best,

Glen

Re: Reschedule Meetings Feature - changed to: Not Currently Planned
Apr 27, 2020

Hi Communnity,

Thank you all for sharing your feedback!

For transparency I am updating this issue from "In Planning" to "Not Currently Planned" because we wont be able to get to this in the next quarter. This is one of the top ideas in Meetings and will be a top priority for Meetings in the future. I will update here once we are able to reprioritize this work for development.

 

Best,

Glen

Re: Reschedule Meetings Feature - changed to: In Planning
Apr 25, 2019

Plans change, things come up, for you and your contacts. Without the ability for your contacts to reschedule, they will often no-show, cancel, or use your Meeting link to re-book. We plan to add a feature to Meetings to allow contacts to reschedule a meeting. This is not yet in development, but on our product roadmap for Meetings.

132 Replies
markstruczewski
Contributor

I am stunned this is not a feature already. What's even more puzzling is that it's not even Planned yet. Really? Come on, HubSpot. You're better than this (and I love you!).

markstruczewski
Contributor

*tap tap tap

 

HubSpot...

 

I know you're super busy improving the awesome CRM known as HubSpot but this is so basic...

 

Please add this ASAP.

 

It's not even listed as In Planning or In Beta which is rather concerning.

 

Thank you.

chelocean
Participant

Just came here to suggest this! I have people double and often TRIPLE booking meetings with me because they have no option to cancel or reschedule and then I end up calling them at the wrong time because I have no idea there are multiple on the calendar.

 

For example, this just happened:

Screen Shot 2019-03-12 at 3.49.43 PM.png

Give them an option to cancel or reschedule in their confirmation email!

ShivaniG
Member

Agree - this is vital. Customers need to be able to cancel and rebook via the meeting tool. Please escalate this ASAP! 

jaiimeson
Member

I won't become a paid customer until this is implemented.

mpike
Contributor

Jumping on this one. My sales team is beginning to implement this and we have run into several issues with duplicate calendar items because of this.

 

Having a reschedule/cancel feature would be useful for several use cases for us including for our sales team and service teams.

 

The other scheduling software platforms I have used: Chili Piper, Schedule Once, Setmore etc seem to all have this feature.

 

Other people are requesting in this thread that it be part of the confirmation email, but I would add that it should be in the Outlook invite (this is where I usually see a link for "need to reschedule?"

jrs
Member

This is a must. I have to go back to calendly.  Hard to believe not implemented. And for the only HubSpot response to this be to "Share your Use cases"...speechless.  Must we really describe the use case? Is the utility of this function beyond comprehension?

 

From HubSpot with my answers.

 

Answer in total:

 

Hi all, 

 

Just an update that we hear you on this thread and this is the proper channel to share your feedback. The best way to go about actioning this item is to: 

 

1. Share your use cases It would allow people that use scheduling function the ability to reschedule meetings. I have been informed that people sometimes change appointments. Right now they can only cancel or reschedule.  This is beyond frustrating.

2. Share what roadblocks this would help you resolve in your business Making sales team inefficient and us appear unprofessional. Makes more work than it saves.

3. Share this idea with your coworkers and fellow HubSpot users; I have just upvoted this idea myself and I encourage you all to share it around as well  Will do. Most of my team has gone back to using calendly. I cant say i blame them.

 

Good grief

Status updated to: In Planning
glencornell
HubSpot Product Team

Plans change, things come up, for you and your contacts. Without the ability for your contacts to reschedule, they will often no-show, cancel, or use your Meeting link to re-book. We plan to add a feature to Meetings to allow contacts to reschedule a meeting. This is not yet in development, but on our product roadmap for Meetings.

filipg
Participant

Yes please!

sketchism
Member

Glad to see this is in planning. Would love to see this in execution soon. An extremely helpful feature.

GregStevens1
Member

The most recent post from Hubspot is from April 25.  Do we have any updates for this?  This may be the thing that prevents my whole organization from moving to Hubspot.  What's the current status and does anyone know of a Zapier thingy that could do this?  Sure hope we see this soon...it's a PITA!

StartupJedi
Member

I think HS needs this feature or be at the risk of losing customers to calendly. Many clients double-book meetings due to not being able to reschedule.

 

I am thinking about adding a line in my meetings to the effect of something like...

 

"If you need to reschedule, simply delete the meetings from your calendar, and grab a new timeslot via www.conceivian.com". Maybe there is a better way to say this? 

 

MonikaS
Contributor

I agree, our customers are pretty confused that they cannot change the meeting date

mkbb
Member

+1 please implement ASAP.  You guys want to be the all-in-one tool then do it properly.

 

Possible interim workaround is to create a "Reschedule Meeting" link inserted to the Meeting body text and label it "Reschedule" in the subject so you know it's the new one...?

StephanieNZ
Member

This reschedule or cancel feature is one of the things about Meetings which means I won't let go of Calendly yet. The other is the inability to book up to 12 months in advance. I need my coaching clients to be able to book in at least 6 months in advance, ideally up to 12 months. HubSpot's timeframe is too short for me 

MonikaS
Contributor

The other thing about the meetings is that I would love, like in calendly, to define how many meetings daily I can have. Our reps have also other things to do apart of demos, so now we need to manually block out the calendar when we find it too full.

jamabryan
Participant

Yes, need this! 

Joel_Cacciotti
Member

Following as I'd also love this feature. 

Furthermore, it would be handy if you could use the workflows to cancel, edit or change a meeting based on contact or deal properties. This would be great for us as we have people who book meetings that don't meet the other criteria in the form and end up taking a space in the calendar which we have to delete out manually. 

 

Thanks

avi29
Member

Upvoting this! 

lindsayalbright
Member

Want to be updated on the progress of this idea.