Prospect received double meeting with two different users

[Thadar]

Hi experts,

Sales rep A is the contact owner of a lead and he is dealing with the client, sending emails, and connecting. Then, he sent an email including his meeting link to the lead and the lead booked a meeting there. But it turned out double meetings. 

The prospect viewed Sales rep A meeting page and booked but two transactional emails were sent out from both rep A and rep B.

And rep B also got the meeting booked on his calendar at a different time. Both of the meeting links are one-to-one meeting link.

I contacted HubSpot support and they found it odd. 

But I need to know the root cause and solve it asap as it is a very important case. Sending two meetings to the lead is not healthy. We can't let it happen again. 

Best,

Thadar

[LouiseHare · Accepted solution]

Hi @Thadar ,

How odd - hopefully we can get this fixed asap.

Firstly, can you create an activity report that shows all meetings and include the column meeting source. I'd be interested to see what it says for the meeting source for these double bookings. 

Secondly, if you go to the transactional email and click See Details you should be able to see if that email is used in any workflows-

Can you check both of these things and let me know?

Thanks,

Louise Hare she/her

Freelance HubSpot Expert

If my reply helped to answer your question please mark it as a solution to make it easier for others to find!

[Thadar · Accepted solution]

Hi @LouiseHare,

Yes, it is odd. I talked with three different support reps. Finally, Xiu, HS support rep, could trace that the prospect booked the meeting on both of our sales rep calendar from a different IP address with a different cookie. So, it is not possible to track it. Surprisingly, it came via direct traffic.

We don't share our sales rep's meeting schedule link separately or use it in any workflow. We set the permission of the sales rep to view their owned contact. So, it is not possible for them to send the meeting link privately either.

Plus, the lead also has no associate contacts in our system. Yeah, so it is a mystery and we decided to just ask the lead when they meet. I will keep you posted.

Thank you.

Thadar

[LouiseHare · Accepted solution]

Hi @Thadar ,

How odd - hopefully we can get this fixed asap.

Firstly, can you create an activity report that shows all meetings and include the column meeting source. I'd be interested to see what it says for the meeting source for these double bookings. 

Secondly, if you go to the transactional email and click See Details you should be able to see if that email is used in any workflows-

Can you check both of these things and let me know?

Thanks,

Louise Hare she/her

Freelance HubSpot Expert

If my reply helped to answer your question please mark it as a solution to make it easier for others to find!