HubSpot Ideas


Customize Meeting Reminder & Meeting Booked Emails

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:


This is a friendly reminder that we have a meeting booked on:
11 Jun 2018 17:20 EST

I look forward to meeting with you,
HubSpot Updates
November 09, 2021 12:00 PM

Hi Community,


Just leaving a note here to let you all know that we're still following this closely and are currently exploring some ways we can best solve this issue, so that we can plan the work in the future. I'll hold off on updating the status of this idea until we have something set in Planning.




Re: Customize Meeting Reminder Emails - changed to: Not Currently Planned
September 19, 2021 03:34 PM

Hi Community!


Wanted to share an update with every here to give some visibility in what the Meetings and Scheduling team is working on, where this problem/idea might fall in priority, and how we are currently thinking about solving it.


The team is currently in progress working on these 2 projects:

1. The ability to insert specific, clickable times into email

2. The ability for attendees to cancel and reschedule using the Meetings scheduling experience (idea here)


Once these projects are completed, we plan to make some big updates to the scheduling experience from a contact record in the CRM, which we plan should solve this problem and greatly expand the use-cases, flexibily, and convenience for scheduling 1-off meetings. 


Following that project, we will be reassessing our major priorities, one of which will be the ability customize/personalize the automated experiences in Meetings. At this stage, we exploring the idea of including 'embedded automation' into Meetings. This would allow for us to leverage the power of Workflows automation to "build" customized flows of reminder emails and more. Beyond work in Meetings, this would also incorporate making meeting/scheduling data more accessible and useful in Workflows for a number of use-cases that we want to support and improve in the scheduling experience.


As we progress in our current priorities we will update here with more details on timing and plans. 

October 05, 2020 01:48 PM

Hi Community,


Just wanted to provide an update here that this is still not currently planned this year, but we are continuing to follow this thread, and I will post here again once we are ready to begin reviewing to be prioritized for upcoming work.


Thanks everyone for your feedback and patience! 

Re: Customize Meeting Reminder Emails - changed to: Not Currently Planned
April 27, 2020 03:37 PM

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 Meeting, so we will watch this closely and I will make sure to update here periodically until we have a better idea for next steps.




272 Replies

Side issue around the "we will be talking about the following:" language in the notifiation email. Please upvote this idea too!



Apparently I created my idea in the wrong forum... please upvote this one instead! 


We've experimented with a BUNCH of different follow-up email and SMS reminder messages and combinations and landed on one that worked really well for us.


It's important to personalize the messages and it's also important to incorporate text messages for at least any reminders that are less than 3 hours before the meeting. Emails don't get read quickly enough (about 98% of SMS messages get read within 3 minutes so it works really well for reminders.)


Our ideal schedule for maximizing show rates is:

  • 5 minutes after the meeting is booked - send an automated email or SMS introducing the rep to the prospect.
  • 24 hours before the meeting
    • If the attendee has confirmed - send an automated SMS reminder that you're excited to chat tomorrow.
    • If the attendee has NOT confirmed - send an automated SMS to let them know you noticed they haven't confirmed the calendar invite and ask if you're still on for tomorrow.
  • 1 minute before the meeting - send an automated SMS to tell them you're jumping on and looking forward to chatting and include a link with meeting details.

That sequence crushes it and drove both the show rate and quality of our meetings up. Including a link in the reminders with meeting details helps to remind and reinforce the value of the meeting as well as make it easy to join.


Full disclosure, I wasn't able to do all that with Hubspot alone. That led my co-founders and I to build the Hubspot app that we wished existed.


We're about to release a new version that has a bunch of new functionality to help improve show-rates. 


You can take a look at this video overview if it's helpful.


I would love to hear any feedback as well. Feedback has been super helpful in building this new version and I'd love any additional feedback I can get.






WOW came here to see how recent this request was as it's such a simple and obvious one. 
2018!!! this meeting and calendar function is farcical. an absolute joke... Problem is the joke is on me I look like a dummy setting up this software that's not fit for purpose for sales teams. Calendly it is...


It's been 15 months -- any progress on this?


would it be really useful  as the mail is not really clear  - no company name .   it will be a good idea to be able to personnalize it . 


Any news on this?
It´s like a basic funcionality. Just edit the body of the email sent.


It´ll be great to improve our sales team efficency. For example remidinng the customer which steps should do before the meeting (create account, watch a video, etc)


This thread has been receiving comments since 2018 and Hubspot still has no plans to address this need.


Came here to offer a solution: I work for a company called GRemindersWe specialize in email and SMS reminders for Hubspot.  The system syncs w/ your Hubspot/Google/Microsoft Outlook Calendar, grabs email and phone numbers from your Hubspot contacts and sends out customizable reminders or follow-ups for your appointments.


Go to and click on the Try it Free button to give it a go. Feel free to hit me up with any questions as well 🙂


Come on guys, this is a must to have! I'm going to use Calendly until this is solved. 

Hey AMarco8,

Just thought I'd offer an alternative to using Calendly:

We specialize in Email and SMS Reminders for Hubspot. The system syncs w/
your Hubspot/Google/Microsoft Outlook Calendar, grabs email and phone
numbers from your Hubspot contacts and sends out customizable Reminders or
Follow-ups for your Appointments.

We would love it if you gave it a try! Go to
and click the Try it Free button.

Yes, we need to add an attachment to our confirmations - information that the contact needs to read before our meeting. Please add this functionality!

We have this functionality 🙂 You can read how to include attachments with
GReminders here: