We want to create an email to send automatically to a person after they book a calendar meeting with us. We currently have the HubSpot meeting calendar embedded on our contact us page, but how to we track these and how could we create an automatic email that will trigger to the person who books a meeting with us?
Are you able to send an automatic email to a person who booked a meeting with us but was a no-show? An email that is something like "sorry we missed you. please reschedule time here..."
Also, if you don't like the 'standard' emails that the meeting link tool sends, you can also create a custom-designed email and trigger it with a workflow based on 'form submission' using the meeting link form submission.
I want to follow this idea and create custom emails. Is there any way to include the time of the scheduled meeting in the email? I've tried through tokens, but they only display the date.
@jolle nailed it, just want to add a little more context if it may be helpful.
My agency handles leads for clients and only charges for attended meetings -- i.e. we're on the hook for no-shows. And it turns out that tracking attendance is a non-trivial problem.
Sometimes leads will ask for a call, send their own meeting software, or log in from another device. There are all sorts of reasons why even if you tried to track it within a meeting software that it might not work.
For 2: Different tools (e.g. SavvyCal, Calendly, HubSpot meetings) handle this differently. Focusing on HubSpot in this case. With the custom property/deal stage mentioned previously here:
You could trigger an email to your reps after meetings are scheduled to occur to remind them to update this property -- or simply create a task for them.
You could also do a weekly/monthly rundown of meetings to verify they indeed happened.
I'm sure there are other ways too but these are ones we've explored with HubSpot.
1. By default, HubSpot Meetings links are configured to send a confirmation email to the lead when they submit the meeting request form (more info in this HubSpot Knowledge Base article in the "Automation" section). You can also configure reminder emails to send days/hours/minutes before the meeting time.
2. There's no way for HubSpot to automatically determine whether or not the lead attended the booked meeting, but this is definitely a process that you can streamline. You could either:
Create a "no-show" email template that your reps can easily send to leads that miss their meetings
Create a "no-show" marketing email and workflow that is triggered by a custom property/deal stage update (so the rep will still need to manually update the record in order to trigger the workflow)