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.




92 Replies

What's the status of this needed update? 


Hello! We're limited to only dynamically featuring First Name, Last Name, Email and Company Name in the "Invite subject" of our meeting invitation follow-ups after someone books a meeting. Is it possible to expand this list to include custom dynamic properties that we've created? The screenshot attached shows the area I'm referencing. 
Screen Shot 2020-08-28 at 7.50.49 AM.png
Participant | Platinum Partner

I upvoted this idea as this is really big NO GO for meeting link and this is here for 2 years now.
I would higly appreciate clarification from Hubspot and imrpovement in pushing this idea further. 

In the way that is developed for Marketing faetures, to select what to do after submitting form, this should work the same way.

I would be happy to have landing page to customize with meeting link and its confirmation


Adding to the list of people that want this upgrade.

Contributor | Gold Partner

Quite surprised this is not possible. Even free scheduling services like Calendly have the ability to edit the confirmation email. Right now there is not even the option to turn off the default one (that comes from!!!) and instead use a workflow to deliver a custom message telling the person what to expect and how to prepare for the meeting. Seems like very basic functionality that's missing here. 


Branding is a must for email reminders for booked meetings, even for the meeting calendar booking page. It totally distrupts the flow for inbound campaigns where we take them from our branded email or site to Hubspot calendar page.


Also, can we places take off the bottom ad for Hubspot at the end of the email? It is huge and very distracting. It's confusing to our leads. They think they may need to schedule the meeting again or this is how you reschedule.


Please put both of these on the roadmap, or let me know if this is possible now.


End of email Hubspot AdEnd of email Hubspot Ad


In addition, when you have a Teams-meeting-link set up, that rotates between team members, it should be possible to create a custom mail for every team member, that gets sent out as a reminder automatically to the lead, depending on which team member hubspot chose, based on their calendar availability.

Status updated to: Not Currently Planned
HubSpot Product Team

The auto emails are inauthentic and don't communicate important information, like how the the receiptient can join the meeting. Drift allows users to customize their invite emails and it saves a lot of hassle.


Hello community !
Remember what I told you a year ago.... (published in decembre 2019) : 


I am waiting for this possibility since 2 years... 

I recommend you to look for another alternative/solution, because Hubspot is not able to listen to its customers and take into consideration basics features such as the personalization of the emails OUR prospects will receive... it seems inconceivable to me to forget such a feature...

Anyway, don't expect anything from Hubspot, I waited more than 2 years for this essential evolution, so don't be like me, just go away!


Hubspot allows customization of the meeting name and description.

To start with, why not use the same name and description for meeting confirmation email and meetin reminder email?

Of course, further customization of these emails would be great, but it would be a good start to utilize the existing customization (meeting name and description) and apply it to the respective emails.

@cfernandes @glencornell  You marked this as not planned. Any further thoughts from the development team, now that this feature has demonstrated its popularity among customers?



You've actually linked to this idea itself 😆


This idea is a version of and is not something we currently have planned. Please follow & upvote that idea instead.

Top Contributor

Really need this, also the ability to show zoom information on the confirmation email.
This shouldn't be that complicated to include the company logo and colours in the email.


I totally agree!  We would LOVE to be able to brand those meeting emails with our colors, and ideally, from our domain name.  

Top Contributor

Adding to this, it would be good to be able to trigger other actions based off the meeting, e.g. SMS reminders and the like. 


When creating meeting links through Hubspot for clients to request meeting times, I find there is a design flaw. Once clients have booked their meeting date and time, they are sent a link stating all of this information. However, this link does not provide clients with the location of their scheduled meeting. I have found this results in confusion as to whether this meeting is in person, over zoom, or over phone. I have had many clients miss meetings as a result, which wastes their time and mine. I was hoping Hubspot could make an ammendment to this feature to include the location of meetings in the meeting links clients are sent.


Is this planned for 2021? 

Member | Platinum Partner

That would be very very useful for our clients, too!

+1 to this!

Participant | Platinum Partner

Including dynamic call/meeting details in the reminder emails are also super important.


We have the same issue. When we do a group email, the confirmation email displays only the one that created the calendar link, and not everyone included in that calendar.

But the calendar invite is working correctly. It's displaying everyone included in the calendar.