It would be great to be able to change the default meeting reminder email or meeting booked email when creating a scheduling page. The minor customization allowed in the form of additional unformtted text is not enough. It would also be great to be able to make changes to the confirmation email that is sent when a meeting is scheduled.
The current text of the meeting reminder email is:
Hello,
This is a friendly reminder that we have a meeting booked on: 11 Jun 2018 17:20 EST
I would specifically like to be able to include the meeting link to the reminder email. At the moment the meeting link and the confirmation/reminder are effectively stand-alone emails that don't relate to each other at all.
Echoing @IRKiroku , it is really pretty absurd to not have the meeting link in the reminder email. That is critical information for the reminder -- makes it so much easier for the reminder recipient, with all info necessary in 1 place instead of having to search their email.
Given the age of this thread, this doesn't seem like a priority for Hubspot.
fwiw, we have tried a variety of systems, including rolling our own with Zapier. We are now using https://www.greminders.com/hubspot now. It syncs with our Google + Hubspot Calendar and sends a variety of notifications out with meeting links, via Text and Email. Messaging content is very customizable with variety of variables and system is generally reliable.
Its cut our no show rate by 30%, this is a big win given idle time costs money.
I don't think Hubspot will do anything about this because it's been 5+ years since these requests have been made and the meeting confirmation and reminder emails are still inadequate.
Our biggest problem is that the initial meeting invitation email (triggered by Hubspot but sent from our sales reps' Google calendar) is, at best, labled "unknown sender" in the subject line (if you are a Gmail user) and, at worst, ends up in the lead's spam folder, which happens not infrequently.
And Hubspot's meeting confirmation screen and email still lack the basic things, like "add to calendar" links, company branding, etc.
We have put together a workaround where, when the lead selects a date/time on the online scheduling calendar, Hubspot passes us the name and email of the contact who scheduled the meeting and the organizer's name, and then we use Hubspot's API to find the correct meeting (which was just booked) and then access the meeting link. Once we have that meeting link, we are passing it to our own custom landing page that lets the lead add the meeting to their calendar and shows who they are meeting with and when. We are also using their API to pass us this information so that we can add it to our own email platform (we use SendGrid) and send out a boilerplate confirmation email (not a calendar invitation) from the sales rep that has that same information (add to calendar plus reschedule/cancel links).
This way, the lead gets two emails (one of which is much less likely to end up in a Gmail spam folder), both of which let them add this to their calendar.
If you want an external appointment setting software that gets these confirmation email/page items right (but also gets some other things wrong, including UI), Acuity Scheduling is a decent option (even Calendly's confirmation email does not have an "add to calendar" option, so Hubspot isn't the only company not offering these necessary features ... though Calendly is vastly better for customizing/branding email confirmations and reminders).
Agreed. After 5+ years and hundreds of user replies, I don't think HubSpot plans on doing anything about this. You're workaround is pretty great, but may be difficult for others to implement without the proper tools or knowhow. We went the easier route and simply gave up on HubSpot meetings and we're using Zoom meetings instead. It's not as seamless because we have to send users to Zoom's scheduler URL instead of our own landing page, but oh well.
Please can you create the ability to personalise the confirmation and reminder emails. It's completley insane that this isn't a feature already. I don't want hubspot branding going to our clients. I want them to remember the meeting they booked with our company. This was flagged in 2018 and in 2023 it's still not been enabled. Madness.
The ability to personalise confirmation emails is massive.
We like to ask our prospects questions before the meeting but currently only have this in the event description which isn't always checked. So having it be in the confirmation email too is critical.
Fully agree - more customization of booking and reminder emails is needed. The limited text currently allowed isn't enough. A workaround is using a third-party automation tool like Mailchimp that integrates with your calendar for customized templates. But native customization within HubSpot would be ideal long-term. Hopefully it's something HubSpot can prioritize adding, as many users have requested this capability.
one of my customers uses the meetings booking tool in Hubspot and asked for the placing of the global signature of the inviter inside of the invitation mail, that is sent to the contact. Is this feature planned in the near future?
Thank you for all of your thorough ideas. I wanted to let this thread know that we are actively planning some improvements that we can make here based on your feedback. There are a lot of specific requests inside of the broad topic of customization. We won't be solving all of these requests at once, but we are excited to start! I'll keep this group updated with any beta plans.
@MParham It would be great to upvote or bump this up. I feel like we're currently blocked when it comes to scheduling. Your native scheduler doesn't do a great job of providing personalization details and the data sets that it does update is pretty lacking. We have tried to use the native Calendly integration and that is a disaster so we've had no choice but to use the Zapier integration to pull in calendly data. having to use another system just solely on the fact that these confirmation emails are so lacking and the data that can be outputted from HubSpot is also lacking leaves us pretty bottlenecked in moving forward with leverage HubSpot for scheduling needs!
