[workflow trigger] How to differentiate Meetings?

[rpkumar]

I'm setting up a workflow, and i'm confused as to what is the enrollment trigger condition that i must use for "meetings booked". 

How to differentiate the following:

There are two ways meetings can be booked via the meeting tool:

A) Prospects “initiating/scheduling the meeting/picking the date” via
Embedding the scheduling widget on a page(https://knowledge.hubspot.com/meetings-tool/send-proposed-meeting-times-in-an-email)  and reps sharing the meeting url via the email(https://knowledge.hubspot.com/meetings-tool/share-scheduling-pages)

B) Reps sending a proposed meeting times in email (https://knowledge.hubspot.com/meetings-tool/send-proposed-meeting-times-in-an-email)

Both are meetings. But is there a way to differentiate case A and case B meetings.

I need to build a workflow that triggers only when case: A happens. I'm confused as to what enrollment trigger to use.
e.g Send the following emails when some one books a meeting from the website(and not for the meetings when the sales rep proposes a meeting time)

[arielowens]

I am running into a similar issue with some automation I have involving a Round Robing Meeting link. I created a workflow to trigger if a contact schedules a meeting through that specific link, however, it would be useful if we were able to assign the ticket/task to the rep that was assigned regardless if it was a Round Robin meeting type or not.

[karstenkoehler · Accepted solution]

Hi @rpkumar,

There are different ways to approach this.

For one, meetings booked from a proposed time have a different Meeting source, "Meeting created on calendar from CRM", while meetings booked through a scheduling page have the Meeting source "Meetings (Public)". This is how you could differentiate them in a workflow via Filter type > Activity properties. These activity properties can however not be used for re-enrollment and don't necessarily reference the latest activity.

For another, unlike meetings booked through a scheduling page, meetings booked from a proposed time do not count as a conversion. This means that the that Recent conversion contact property will not be updated and not contain "Meeting link". (Recent conversion always includes "Meeting link" when a meeting is booked through a scheduling page.)

So the easiest way to to (re-)enroll all contacts who booked a meeting through a scheduling page would be this:

Contacts who booked meetings through proposed times would not be enrolled. (You could of course also select meeting links of all users manually, through Filter type > Form submission, but there is a margin of error of forgetting some, especially when new are added. The above approach would catch all links automatically.)

Hope this helps!

[rpkumar]

Hello, Karsten,

Thanks so much for the reply. 
I have one small follow up question:

I see other meetings related properites like:
Meeting Outcome: Scheduled
and 
Date of last booked meeting through a booking tool.

so if i want to enroll some one who has booked a meeting from website embed(public) or shared url(sales rep) into a workflow:

Would the trigger condition be just: Meeting source "Meetings (Public) or should i also have to check Meeting Outcome: Scheduled / Date of last booked meeting through a booking tool — in an OR or AND condition ?

Thanks!

Pkumar

[karstenkoehler]

Hi @rpkumar,

Engagement properties (such as Meeting outcome) cannot be used for re-enrollment, so if you need contacts to re-enroll, those won't work.

Generally, there are different properties you could use for this but **bleep** is in the detail. Date of last meeting booked in meetings tool for example could be the recent conversion but could also be a meeting booked a year ago.

The criteria I showed in my previous screenshot are "tight" enough to (re-)enroll contacts whose recent conversion was a meeting booked through a scheduling page. Additional engagement filters aren't needed. (Unfortunately, if you added them, they would not necessarily relate to the latest meeting booked. As long as HubSpot finds a meeting with a certain outcome, for example, this meeting could also be long in the past.)

Does that answer your question?

Best regards!

[rpkumar]

Thank you so much. The workflow is up and running!

[webdew]

Hi @rpkumar ,

So you want to trigger te workflow only when the propect book the meeting from your webpage. Am I right?
you can use trigger 'book a meeting link 9meeting link) and page view is (select page URL)
The workflow will trigger only when the contact will fulfill both criteria:

Hope this helps!

If we were able to answer your query, kindly help the community by marking it as a solution.
Thanks and Regards.