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Want to do more with less time? Of course! Let's explore how to engage with your contacts over SMS once they've booked a meeting with you. Not only that, but give them a simple way to cancel a meeting they won't be able to keep.

HubSpot Meeting

Our first step will be to create our HubSpot meeting. In this article we'll go over the highlights but if you want to learn all there is to know regarding HubSpot meetings tool check out HubSpots article linked here

Open Sales & Select "Meetings"

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Either edit an existing meeting link you're not using or create new with the orange button in the right hand corner.

The first page is called "overview" and it's full of functionality.

Provide an internal name for this meeting (this is what the meeting is called, inside your HubSpot account)
Configure which HubSpot user is the meetings "Organizer"
Title the meeting (this is what the meeting is called on your contacts calendar)
Add Location (a physical address or a virtual conference room)
Add a meeting description
Add links to the meeting description to reschedule or cancel the meeting.

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Next is the Scheduling page.

This page has 3 tabs we'll want to review. Schedule, Form, and Confirmation. Let's start by reviewing the "Schedule" tab.

Title the Scheduling modal
Include meeting duration options (i.e. 15 minutes, 30 minutes etc.)
Select your timezone
Configure your daily availability window

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The "Form" tab

On this page our contact will confirm their information. You can change what fields are available and required. You can also enforce ReCaptcha validation and include disclaimers for GDPR compliance.

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The "Automation" tab. On this page we can set up some email reminders, while mine are set to "on" they are option and won't be as effective as the SMS reminder we set up.

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Booking with HubSpot Meetings

Your AI Booking Agent can now use HubSpot Meetings as its scheduling tool, giving contacts a way to book time directly through your HubSpot meeting links without leaving the conversation.

Setting it up

Open the AI Booking Agent builder and go to Step 2.
In the Scheduling tool dropdown, select HubSpot Meetings.
If your HubSpot account is not yet connected, you will be prompted to set up the integration before continuing.
Once connected, choose a meeting link from the Choose an event link dropdown. This list is populated from your HubSpot account automatically.
In Step 3, review the Data collection instructions. The agent will collect First Name, Last Name, and Email by default. These three fields are required and cannot be removed.
Optionally, add any additional fields from your HubSpot meeting link setup to collect more information from contacts.

How the agent handles bookings

Share booking link: The agent sends the contact your HubSpot meeting link directly.
Chat to book a time: The agent collects the required contact details and any additional fields, confirms an available time slot, and books the meeting on the contact's behalf.
The agent will ask the contact for their preferred meeting duration. Only durations configured on the meeting link are available.
All scheduling happens in the contact's time zone.

Rescheduling and cancellations

If a contact requests to reschedule or cancel, the agent cancels the existing meeting and schedules a new one based on the updated request. No manual action is required on your end.

Workflow & SMS Set-up

Use a Contact-Based workflow, and select "blank workflow"

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Set the Enrollment Trigger: Form Submission -> your meeting

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Set up your Salesmsg message action for the confirmation SMS, if you've never set up a Salesmsg message action before check out this article on HubSpot workflow Salesmsg actions. Use more if/then logic to check for keywords like "Cancel".

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If/then branch: We will validate that its meeting day, or if the contact canceled via SMS. Since we use the HubSpot property "date of last meeting booked" if your contact reschedules they won't be reminded until the day of the new, rescheduled meeting. Should a user cancel, we can't revoke the event from your calendar but we can alert you in multiple ways.

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We have two branches for each possible outcome.

Branch 1 - Meeting on track	This is when our contact is going to our attend our meeting. We're waiting until 9am in their timezone on meeting day and then we're going to text them a reminder.
Branch 2- Meeting Canceled	This is when our user cancels, we'll send them a message acknowledging the cancellation and send yourself a in-app HubSpot notification with the details.

Frequently Asked Questions

Can I send the reminder text an hour before the meeting?

HubSpot workflows has a limitation in regards to checking the meeting time. Since we can't leverage the Meeting Time we use Date of last meeting booked instead combined with a delay step.

What if my contact reschedules or cancels multiple times

This workflow is intended to book one meeting. If a user cancels with via texting in "cancel" should they enroll in the workflow again they would continue to validate down the "cancel" branch.