Create meeting in e-mail within a Workflow (No Zapier)

[mpdc]

Hi Community!

I'd like to know how to work around the following items within a workflow without Zapier.

1. Create an email with a scheduling link (End goal: customer schedules a meeting with the deal owner)
2. Track if that meeting/call has been booked

3. If booked -> send new email 
3. If not booked ->  re-send the original email

Is this somehow possible?? 

[jolle · Accepted solution]

Hey @mpdc, thanks for reaching out!

This should be accomplishable with HubSpot workflows and goals. Just to be clear, you can't create emails within a workflow — you can only configure existing automated emails to be sent.

So you would need to first create the automated email and include a personalization token for the contact/deal owner's meetings link:

Insert the token and then click Edit token

Select Meetings link from the dropdown to have HubSpot automatically populate the Meetings link associated with that owner

From there, you would be ready to build your workflow! It can be a pretty basic workflow that will send your outreach emails until the user schedules a meeting through the link in the email. Here's how it could look:

All you need is your enrollment trigger, the email send steps, and the appropriate delay steps. Since you'll be using a goal that will automatically remove the contact from the workflow if they take the desired action (scheduling a meeting through a HubSpot Meetings link), then you don't need to set up branching logic.

Here's how your goal could look for the Meetings link submission. Just be sure to add OR logic for the Meetings link for each user if you'll be setting this up all in one workflow. 

This workflow will then effectively continue sending to contacts as long as they don't fill out any HubSpot Meetings link listed within your goal criteria (or meet any other goal criteria, like a deal stage change). I strongly encourage developing unique follow-up emails so that the contacts are never sent the same exact message more than once.

Lastly, in terms of sending an email when the meeting has been scheduled, you should be covered by the default confirmation email. If you need to send an email other than the default confirmation one, you can create a separate workflow, with the trigger being a submission on that Meetings link, and then set up the needed follow-up emails.

Hope this helps!!

[mpdc]

Hi Jacob, 

Thank you kindly you, this has been most helpful!

However, I wanted to send this automated email as part of a workflow that already exists. The workflow began after a deal owner was assigned, then an automated email was sent afterward, and after a month, we want to send the scheduling link/meeting mentioned in my original post. (We are trying to automize the scheduling process a month after the workflow started).

So would you recommend using action = property value = "Date of last meeting booked in meetings tool"? or how can I continue this action in an already existing workflow?

[jolle]

Hey @mpdc, thanks for the additional context!

If the ultimate goal of the workflow is booking a meeting, then you can probably just add a 30-day delay step before sending the new automated email that includes the owner's HubSpot Meetings link. As long as you have the Meetings link submission goal(s), the contact will stay in the workflow until they book a meeting.

Hope this helps!

[mpdc]

Hi Jacob,

Thanks so much for your reply!

Question: Is it possible to mark this meeting as a no-show on HubSpot so it triggers another email?