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
VCantu
Member

Calend.ly does this without any issue.... that is their native functionality. I'm rather shocked this doesn't even exist within Hubspot's meeting feature.... 4 years this has been requested already and still nothing? Wow, guess I just need to keep my calend.ly subscription... not to mention it's difficult to sync custom questions from Calend.ly because you can't see the question names, just a label "Custom question #" which is so vague!

imlearning
Participant

Surprising and disappointing that there is not an option for this! Were you able to come up with a work-around that's successful?

Many thanks,

Sue

ScotWalker
Member

Hi HubSpot and fellow business account holders,

 

Gaining understanding of this long-standing issue is incredibly disappointing.  We look at migrating to new solutions, we compare all the applications that it will replace and include a total cost comparison.  I know for many of you, I saw that there was comparable meeting/calendar functionality to my previous paid platform, Calendly.  This comparison came directly from HubSpot - see below.

https://www.hubspot.com/products/sales/schedule-meeting/best/calendly-alternative

 

However, this is abolutely NOT the case.  We all know very well that being able to shift to address the ever-changing demands of business is foundation.  Being able to cancel and reschedule meetings is as foundational as basic email.  It has been part of our user experience for decades (i.e., MS Outlook and GMail through Propose capabilities).  

 

Honestly, I feel that HubSpot has unethically represented itself in the above article.  If I knew that it would not replace my calendar app in an equivalent manner, I may not have migrated.  This idea goes back to 2017 - with a tremendous of volume of respondants - and HubSpot continues to kick the can down the dark hallway of idea space.  

 

Here is what I ask, dear friends at HubSpot:

 

1.) Which Quarter has this build been slotted for - 2021?  I ask that it get done now.  You have made committments to your customers in stating that there is comparison when key success factos are missing.  Please stop behaving irresponsibly.

 

2.) Please immediately remove the above knowledge article until you can represent the claims accurately and honestly.

 

I love your product, but have been slightly disappointed on a few fronts so far - this most of all.

 

In appreciation,

Scot Walker

ineshuergo
Participant

Hey, My CSM told us this is was:

  • Beta stage July
  • Launch plan August 

I'm hoping we should get the news pretty soon!

ScotWalker
Member

Thank you for the update. Since July is past, how do I immediately update
the Beta? I am already getting complaints from clients.

MFernandez340
Member

completely necessary to allow customers to manage their time and minimize the amount of time invested in managing the relationship.

Status updated to: In Planning
glencornell
HubSpot Product Team

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

reycepeda
Participant

Amazing. Can't wait for the beta. How do we get early access? 

lnglkcpx
Participant

Thanks for the update Glen!

magidonnie
Member

^^^

nikkiv
Top Contributor

Agreed, I would also like to be in the Beta if possible. 

Remarkable
Member

I would also love to be on the beta. 

ScotWalker
Member

Thank you for the update and the diligent work! We deeply appreciate your commitment and look forward to being included in the Beta as soon as it is launched. Keep me in mind if you need a testing partner.

 

In gratitude,

Scot Walker 

AllBe

MTimm
Member

Thanks for the update! We are very excited to learn this feature is progressing and would love to participate in the beta if possible. 

magidonnie
Member

MiTio would also like to participate in the Beta!

hiperfin
Member
Hi Glen-

My company would be very interested in previewing the beta for this feature as our recruiters schedule hundreds of meetings each day. We have many that have had to switch back to calend.ly until this feature rolls out. We’d like to have them fully within the HubSpot atmosphere ASAP.

Thanks!
ShockinglyD
Participant

I also would love to be part of the beta.

TroyDean
Participant

Whoo-hoo!!! How do we get access to the Beta and will this work for round robin meetings?

GregZ
Member

@glencornell please let me know when the beta is ready.  exciting!

hzey11
Member

This is a pain point for us as well, we'd like to be able to fully migrate to Meetings, but need our customers the flexibility control their sessions.