Meeting booked - send an automatic email

[AHarper9]

1. 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?
2. 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..."

[jolle · Accepted solution]

Hey @AHarper9, thanks for reaching out! These are great questions.

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)

Hope this helps!!

[GTucker · Accepted solution]

While the meetings tool sends a confirmation email with the meeting invite details, it sounds like you are wanting to send a richer, more informative email to the person who booked the meeting.

If so, you can do this:

1. Create a list that collects all the form submissions for this meeting link.
2. Create a workflow triggered by members of the list that then sends them an email with all the additional information you want them to have and any actions you'd like them to take before the meeting occurs. This gives you an opportunity to send a branded message - better than just the meeting confirmation link email.
3. Add an if/then branch to the workflow that captures the 'no show' event [because your salesperson has a custom property you created to "check the box" that indicates this], and when there is a no-show, they get that email.
4. If they do show up, you can either have the if/then branch send a different email ["Thank you for meeting with us today"] or enroll them in a sequence if you prefer.
5. It's also helpful to create a report that monitors how many shows and no-shows you get on an ongoing basis. If you find you have a high no-show rate, re-evaluate your offer and how it's positioned for the buyer's journey.

[jolle · Accepted solution]

Hey @AHarper9, thanks for reaching out! These are great questions.

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)

Hope this helps!!

[AHarper9]

Hi Jacob, thank you so much! Can you edit the automatic email that gets sent after someone books a meeting?

[jolle]

@AHarper9 no problem! I don't believe you can edit the default confirmation email that sends when someone books a meeting, but you could create a workflow that sends an automated email when someone fills out the form on a meeting link! You could customize that automated email however you wanted:

Hope this helps!!