Changing Organizer when Creating a Meeting

jacqueline88

Being that we are a company and we have all of our co-workers calendars visible on our ends too, sometimes when we're done with a session and are going to schedule the client for their next training it may very well not be with the specialist they are currently meeting with because they may not be available. So what we would do is put the client with the next available specialist. When I'm accessing the company's profile and adding the session on the calendar it attaches it to my calendar. I want to be able to change the organizer when I open up that meet window and attach it to the correct organizer. 

7 Replies
johnwilliamcook
Participant

This is...strange. I can't change the rep to whom the meeting is assigned? I have to delete it and create a new one, as well as send all of these updates to the customer?

🤨

Olivia_Englert
Participant

Running into the exact same issue John Cook is...no ability to change who the meeting is assigned to in HubSpot. This makes reporting off if a meeting is reassigned to another individual.

slepoidevin
Contributor

@jacqueline88 I have a similar issue and I have a workaround for this (although it is not perfect, it is working for me for now).

 

I have created a "Call and Meeting Type" for each individual who is booking meetings (these are SDRs on my team). So, for example, I have "Meeting Type 1 - SDR Name" and "Meeting Type 1 - SDR Name 2" etc. 

Then I have each rep use that meeting type in their meetings links so that all meetings are automatically set to that type. And, if I need to change who the meeting is "assigned to" I just change the Call and Meeting Type to the one with that rep's name. 

 

The reason I use this type field is that it is not visible on the client's end, since I use it just for my own tracking.

 

A little janky, but it's something.

GBallard
Member

@slepoidevin 

 

Sorry Im a little confused on your work around can you provide me with any more detail or screen shots?

slepoidevin
Contributor

@GBallard sure!

 

First, you go to Settings > CRM > Call & Meeting Types and create a meeting "type" for each SDR:

Screen Shot 2020-12-15 at 12.30.39 PM.png

Then, the SDR creates a meeting link (Sales > Meetings > Create meeting link > Details tab > Meeting type) using that "type" in their meeting link so that the resulting meeting uses their "type," regardless of who the meeting is "assigned to" in Hubspot (our meeting links are round robin types that rotate between multiple AEs, so the meeting is assigned to the AE but the SDR gets credit).

 

Although the result meeting should have the right type, if you need to change the meeting type manually, can do so on the activity record without any notifications being sent to the prospect:

Screen Shot 2020-12-15 at 12.33.51 PM.png

 

And to report on the SDR-sourced meetings, all you need to do is create an Activity report and filter by "Meeting Type".

GBallard
Member

@slepoidevin you are awesome and just to double-check. This will change the organizer of the meeting. so it appears on the new person's calendar while also putting them in charge of the meeting? Or is this mainly just for internal use of running reports on how many meetings were done by who.

slepoidevin
Contributor

@GBallard good question! Unfortunately, this is just for internal use, it does not change the owner of the meeting.

 

There is no way to easily change the organizer of a meeting in Hubspot BUT I did find a workaround if you use Google Calendar (will probably work with other calendars too, but only tested with Google) - basically, if you change the meeting owner in Google Calendar it updates in Hubspot automatically.

 

I shared some instructions on how we do ownership reassignments here if helpful: https://community.hubspot.com/t5/HubSpot-Ideas/Create-meetings-for-other-team-members-assign-meeting...