Update appointment stage to canceled

[chandler-ives]

Hi all. I have a workflow that creates an appointment object after a meeting is scheduled. I'm looking to create a similar workflow that updates the appointment pipeline stage to canceled if the associated meeting has been canceled. My approach so far:

New contact property "last canceled meeting ID"

New appointment property "associated meeting ID"

When a meeting is canceled it updates these properties accordingly...

I was hoping to utilize the above to link them together, however, when I go to make the workflow, it only allows me to update a CRM record for "all associated meetings", not just the one.

Is there a different approach?

Thanks!

[karstenkoehler · Accepted solution]

Hi @chandler-ives,

Have you considered creating a workflow that enrolls appointments when the appointment is associated to meeting which is set to canceled, then use 'Edit record' to update the appointment stage? This would, to me, seem the most straightforward way.

It would require the meeting to be associated to the appoinment record - something that could either be achieved manually or through association defaults: https://knowledge.hubspot.com/object-settings/configure-automatic-activity-associations

Best regards!

[chandler-ives]

Thank you. Are you aware of any apps that integrate with HubSpot's appointment object to accomplish the same thing? i.e. calendly, or something along those lines?

[karstenkoehler]

@chandler-ives unfortunately not, no

[chandler-ives]

@karstenkoehler, from what I can tell, this still would not work. I updated the automatic association from meetings to appointments as suggested. This is a great start, however it still poses an issue:

1. Contact books a meeting at 1pm and 5pm for today

2. Contact cancels the 5pm meeting

3. The workflow cancels both the 5pm and the 1pm meeting as they are both associated with the contact

If the automatic associations is set from 1 most recent instead of all, if the 1pm meeting was booked after the 5pm meeting, it only associates that one, and the canceling functionality still does not work.

Is there a way to leverage meeting IDs? What about a scenario where the appointment is enrolled in the workflow and then it checks the appointment id against the meeting id to make sure it is the correct/"linked" one.

Could that work? Any ideas?

[karstenkoehler · Accepted solution]

@chandler-ives my reply assumed that the process involves one meeting, not multiple, and you're right, this starts to fall apart with multiple meetings.

I don't think this is possible with HubSpot's default tools. This would require either meeting based workflow (which unfortunately don't exist yet) or a custom code solution, either through a custom code action in a workflow or an app based on the HubSpot API.

(While there is a 'Create associations' workflow action, it doesn't extend to activities, meaning that the ID approach would not work with an out of the box workflow action. We're back to custom code.)

[karstenkoehler · Accepted solution]

Hi @chandler-ives,

Have you considered creating a workflow that enrolls appointments when the appointment is associated to meeting which is set to canceled, then use 'Edit record' to update the appointment stage? This would, to me, seem the most straightforward way.

It would require the meeting to be associated to the appoinment record - something that could either be achieved manually or through association defaults: https://knowledge.hubspot.com/object-settings/configure-automatic-activity-associations

Best regards!

[STierney]

Hey @chandler-ives - thanks for posting in the Community!

To my understanding, this is working as designed. While I'm not personally aware of a workaround here, I'd like to tag in some workflow experts to see if they know of another approach we can take! @Phil_Vallender, @franksteiner79, and @HFisher7 - any thoughts here?

Shane, Senior Community Moderator