Using Sales Pro Email Sequences With Hubspot Meetings

For sales users, one of Hubspot’s most valuable features is the Sequences feature, which allows your sales team to pre-schedule and send a series of personalized email templates to potential leads, putting its prospecting efforts on autopilot. Until a prospect replies to one of these automated emails, or schedules a meeting with your team, the sequence automatically continues, automatically providing extra touch points to help get your team closer to closing the deal.

However, there’s a caveat here. Sequences are self-contained in Hubspot, and only stop based on the two actions previously mentioned (meeting booked or email replied to.) Specifically, it will only stop if the meeting is booked through Hubspot’s own Meetings tool!

Now, some of our clients prefer to use a third-party scheduling tool, such as Calendly, which provides a simple reschedule/cancel link for each booked meeting, where Meetings does not. However, you should know that any  meeting scheduled through a third-party tool — even if synced into Hubspot as an event through Zapier — will not stop an active email sequence.

Nothing can make your team look bad like automatically sending a “hey, why didn’t you schedule a meeting?” follow-up email when the prospect already has something on the books, and it’s something you want to avoid at all costs.

If you are using a third-party scheduling tool and still want to take full advantage of the Sequences tool, there is an easy solution to this problem! It just requires a bit of awareness and some manual effort on the part of your sales team: any time a meeting is booked, you can simply navigate to the corresponding contact record in Hubspot and manually disable the sequence from sending further follow-ups to that individual.

If your goal is total automation, however, then Hubspot Sequences + Meetings is the simplest and easiest way to go for your team.

If you need help with Hubspot Meetings, Sequences, or any of the other powerful features of Hubspot, give us a shout! We’re here (and happy) to help.

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