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
ABrown5
Member

Calendly has this feature, not sure why hubspot is lagging 😉 

Cecilia_Decima
Participant

I 100% upvote this idea - these features would drive more adoption of our branded HubSpot meeting links in our network.

rlevans
Participant

Ditto. We're trying to be conscious of using as much Hubspot technology as possible so our marketing stack doesn't get out of control (wishful thinking!). The lack of a rescheduling feature is causing friction with our prospects and our sellers. 

ScotWalker
Member

Greetings. Thank you for all the great work on this important topic. Since we are now at the 4 week mark of the expectation that was set, can you please provide an update on when we may see this functionality in production?

Status updated to: In Planning
glencornell
HubSpot Product Team

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

RHuntNPC
Member

Yesss!! And I see it is close to being done! Fingers crossed...

Status updated to: In Beta
glencornell
HubSpot Product Team

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

 

Consultant
Member

I hate the new update. We don't want out potential clients to be able to block our calendars at will. Please remove this.

BHislop
Member

I would like to see a feature where there is an option to turn this OFF as well

KLeschyshyn
Member

look forward to testing it! 

nikkiv
Top Contributor

How do we get the beta verison to test? 

OGruzdyn
Member

Could you please share how to modify cancellation or reschedule policy? I want to give my contact a cancellation policy notice and do not allow cancellation less than 6 hours to the meeting date.