Setting meeting type consistently in HubSpot has several benefits, especially for reporting, automation, and pipeline management. However, there’s no built-in way to set a meeting type from external apps like Google Calendar or Outlook. This often leads to incomplete meeting data, making it harder to report on meetings and trigger follow-up actions.
To address these data gaps, a custom-coded workflow can be created that:
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Reads the most recently created meeting logged on a contact record.
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Maps the meeting location to a predefined meeting type.
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Updates the meeting type on that meeting.
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Includes built-in redundancy to notify an Admin if the meeting type cannot be set.
NOTE: This approach requires access to the BETA 'Meetings index page and custom meeting properties', which you can find in the Product Updates table.
Step 1: Create the Workflow
Navigate to Automation > Workflows and create a new workflow. Since HubSpot does not currently support meeting-based workflows, you’ll need to trigger this based on contact activity.
Trigger:
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Create a custom roll-up contact property that counts the number of Meetings associated to a contact.
If required, use meeting properties - such as 'Call and meeting type' - to filter this down. - Use this custom 'Number of associated Meetings' property as the re-enrollment trigger in a contact-based workflow.
Step 2: Get the Meeting ID & Location
The first action in the workflow will use custom-code to read details of the most recently created meeting associated with the enrolled contact - specifically the 'Meeting location' and the 'Meeting ID'.
There are two options for how this data can be output on the code.
- Directly in the code with the code extended to update the 'Meeting type' within the code script.
- Into the workflow action to be stamped into custom contact properties in a following workflow action. This approach is more scalable if future-proofing the workflow to easily add in new locations is important.
Step 3 & 4 below are only relevant if approach 2 was selected above.
Step 3: Map Meeting Location to Meeting Type
To standardise meeting types, you need a mapping system. This can be done using a branch action within the workflow. The branch should look to the outputted 'Meeting location' from the custom-coded workflow action and align this with the relevant 'Meeting type', with the action having a branch for each.
Step 4: Update the Meeting Type
The custom-code action will use the HubSpot API to:
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Find the meeting record
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Update the meeting type property based on the mapped location
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Send an internal notification if the type cannot be set
Step 5: Add an Admin Notification for Errors
To prevent missing meeting types, set up a fallback notification.
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If the meeting type is not successfully updated, trigger an internal email or other type of internal notification to alert the admin team
Step 6: Test and Deploy
Before rolling this out, test the workflow with different meeting locations and ensure that:
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Meetings are correctly categorised
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Meeting types appear in reports
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Admin notifications fire when needed
If you'd like access to the code used within this workflow, simply click the button below to buy now.
