Automatic Email Sending

[SPalise]

Hello HubSpot Community,

I am currently trying to create a workflow in which a meeting confirmation email is automatically sent to a contact once they book a meeting. The issue is that we have two different types of representatives, the intial caller who does first contact and marks a call as "appointment obtained" and then later a sales representative who actually creates a meeting with the contact. I need some way to have the contact enrolled in a workflow once the call has been marked as "appointment obtained" and then delayed until the contact has been assigned a sales representative as well as a meeting. Any suggestions are much appreciated.

[Balaji_Mavlers1 · Accepted solution]

Hi @SPalise 

You can definitely handle this with a smart workflow setup in HubSpot.

You have two different reps involved: the initial caller who marks the call as “Appointment Obtained” and the sales rep who gets assigned later and books the actual meeting. The key is to set up a workflow that starts when the call outcome is marked as “Appointment Obtained.”

From there, you can pause the workflow using a “Delay until” action. Set it to wait until both a Contact Owner is assigned (meaning the sales rep has been added) and a meeting has been scheduled (for example, “Number of Meetings > 0”).

Once both of those conditions are met, the workflow can automatically send out your meeting confirmation email.

This approach ensures the email goes out only after the right rep is assigned and the meeting is truly scheduled, keeping the timing just right.

Hope that helps!

[karstenkoehler · Accepted solution]

@SPalise just a word of caution here, contact-based workflows do not allow for re-enrollment based on meetings (and workarounds based on list membership are not 100% reliable).

In other words, a meeting will make a contact enroll once. You're not building a workflow that executes the same steps for each meeting, per meeting.

If there are multiple meetings happening within the relevant timeframe, delays will not be reliable either, because of the behavior described above.

So just be aware that this is all nice and well under lab conditions (just one meeting, once) but becomes very unreliable the moment there are multiple meetings, cancelations, repeat bookings etc.

[Balaji_Mavlers1 · Accepted solution]

To replicate AND logic, you'll need to group the conditions outside the delay using if/then branches, like this:

Add a standard delay (e.g., 1 day or 1 hour)

This gives HubSpot time to register property changes like "Contact Owner" or "Meeting scheduled".

Use an If/Then Branch

Check if:

Contact Owner is known

Number of Meetings > 0

(You can stack these as separate conditions using AND logic in the branch)

If both conditions are met, proceed to send the email.

If not, add another short delay and loop back (manually or using re-enrollment if appropriate).

[Balaji_Mavlers1 · Accepted solution]

Hi @SPalise 

You can definitely handle this with a smart workflow setup in HubSpot.

You have two different reps involved: the initial caller who marks the call as “Appointment Obtained” and the sales rep who gets assigned later and books the actual meeting. The key is to set up a workflow that starts when the call outcome is marked as “Appointment Obtained.”

From there, you can pause the workflow using a “Delay until” action. Set it to wait until both a Contact Owner is assigned (meaning the sales rep has been added) and a meeting has been scheduled (for example, “Number of Meetings > 0”).

Once both of those conditions are met, the workflow can automatically send out your meeting confirmation email.

This approach ensures the email goes out only after the right rep is assigned and the meeting is truly scheduled, keeping the timing just right.

Hope that helps!

[SPalise]

Thank you very much for the response it was very helpful. One question, is it possible to make a single delay which waits until both a contact owner is assigned and a meeting is scheduled or do I have to create a second delay to wait for the meeting? 

[karstenkoehler · Accepted solution]

@SPalise just a word of caution here, contact-based workflows do not allow for re-enrollment based on meetings (and workarounds based on list membership are not 100% reliable).

In other words, a meeting will make a contact enroll once. You're not building a workflow that executes the same steps for each meeting, per meeting.

If there are multiple meetings happening within the relevant timeframe, delays will not be reliable either, because of the behavior described above.

So just be aware that this is all nice and well under lab conditions (just one meeting, once) but becomes very unreliable the moment there are multiple meetings, cancelations, repeat bookings etc.

[Balaji_Mavlers1]

Yes, you can use a single “Delay until” action and include multiple conditions within it. Just make sure both conditions are added using AND logic. That way, the workflow will wait until both the Contact Owner is assigned and a meeting is scheduled before moving to the next step.

So there's no need to create two separate delays. One well-configured delay block will handle both conditions at once.

[SPalise]

Im not sure I understand how to use the AND logic in the delay function. When I select Delay "Until an event occurs" the only options to add another event is by using OR logic.