Customize meeting booked email


It would be great to have the ability to customize the meeting email that gets sent to contacts upon booking a meeting. For example, right now, it says "New Meeting Booked with [user name]". Having the ability to change this to "Call with [user name]" would be helpful to prevent confusion for the receipient between calls and meetings.

HubSpot updates
Status updated 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 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.




94 Replies

If there is zoom integration, there are two emails sent. One with the meeting room link and all details, and the second one that is an insert from HubSpot to market the 'meetings' functionality. Fabulous idea to increase stickiness/Xsell. But here is the problem - it creates more confusion for the person who booked the meeting and sells the functionality short. 


Let me explain:

1. The first email appears sent from the <fname lname> of the sender. The second email appears sent from the first part of the email address. Here is what i mean: If the sender is Jane Doe with email address, the person sees two emails in collapsed view in the mailbox. One that reads "Jane Doe" as the sender and the other that reads "jdow" as the sender. There is a good chance that the recipient will not open both emails thinking it's spam. 


2. This is how the collapsed subject line reads in the recipient's mailbox "You booked a meeting with: - New Meeting Booked with Feb 10 11 AM <Recipient name>" This line does not make any sense, if at all if i received this email, i would be confused as to why i booked a meeting with my self! 


Fixes can still help with the intended purpose of promoting the meeting functionality. At the moment its doing the opposite. 





Hi, I support the idea.

It would be great to customize the confirmation email.

- ability to add the company logo

- ability to add the description or add a text. For example the customer receives an email from google with the link to the visioconf, I would like to be able to infotm them about the following email coming up + i would like to let them know that if they can't join a visioconf, then they contact me on my phone (+XX XX XXX  XX).


Really need this to be possible - the current email has a huge CTA to set up your own calendar, which is just marketing for Hubspot. The ratio is such that this email is really more about lead gen for Hubspot than it is helpful to me. 


Will have to balance against the use case for using Hubspot versus Pardot if customisation isnt possible. 


This is such a basic feature that I am shocked does not exist. Not only would I like to change the subject line and text, but I'd like to include a link to a form and much more. PLEASE add this in, SOON!!


also need this feature, it doesn't seem like a big ask


I think having the contact name and phone number would be beneficial in the confirmation email. 


This would be a fantastic new feature!

HubSpot Employee

Commenting for a customer here!

Seeing that this is a top idea in the meeting tool, do we have an update?


Hi @glencornell. On April 27, 2020, you provided the following update: 


"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."


Reviewing this thread, it seems that the highly important need for greater customizability of meeting confirmation emails has been in discussion within the HubSpot Community for over three years and continues to be requested. Can you please provide an update on where this exists on the development roadmap? If not on the roadmap, then transparency into how it's ranked as a development priority? If it's not on the development horizon, can you please provide guidance on how many upvotes we need to achieve in order to make this a priority?


On a related note, nearly a year into using HubSpot, my experience has been that some of the most fundamental must-have features, like customization of calendar confirmation emails and form submission follow up emails is woefully lacking—to the point that using HubSpot for these specific needs deminishes my brand (the automated follow-up emails are off-brand, confusing, and/or look embarrassingly awful), forcing me to look for solutions outside of HubSpot. 


I'm a financial investor in HubSpot as well as a client—and thus committed to the success of the company over the long term—but I find myself frustrated and disappointed with the way in which basic features with seemingly easy solutions have been neglected and left unaddressed for one or more years. My business isn't large enough yet to upgrade to the Pro version, which may address these problems entirely or in part, and there are glaring holes in the Starter version, so I feel stuck.


HubSpot is an incredible company. I know you and the entire HubSpot team are doing your best to manage what may at times seem like an overwhelming number of priorities. Thank you for all that you do. Please provide guidance on how we can achieve a resolution to this and other critical gaps in HubSpot's basic capabilities? The general guide I see is to "upvote", but it's not clear how many upvotes are needed to actually matter.


Thanks so much,



Hi team, 


Writing on behalf of a customer here, this would be a great feature for meeting emails as the style at the moment is very plain. 


Thanks so much 🙂


Can you please look into adding the meeting title and meeting description into the email notification?


100% upvote!  Please, Hubspot, help us 🙂


Upvote, thought this feature would be a must. 


Upvote! We need this feature!