Meeting Pause
Overview
Section titled “Overview”What it does: Pauses your workflow until a specific meeting associated with the enrolled record is completed
When to use it: When you need to wait for a meeting to finish before continuing workflow actions - like sending follow-up emails, updating deal stages, or scheduling next steps
Business value: Ensures your follow-up actions happen at the right time, improving customer experience and sales process timing
Quick Setup
Section titled “Quick Setup”Prerequisites
Section titled “Prerequisites”- HubSpot meetings integration enabled
- Meetings associated with your workflow records (contacts, deals, etc.)
- Understanding of your meeting scheduling process
Basic Configuration
Section titled “Basic Configuration”- Choose which meeting to wait for (Recent, Nearest, or Furthest)
- Select the unpause condition (when the meeting is considered “finished”)
- Add follow-up actions after the meeting pause
- Test with a scheduled meeting
Input Fields
Section titled “Input Fields”Required Fields
Section titled “Required Fields”Select The Meeting Required
Section titled “Select The Meeting Required”- Type: Dropdown
- Description: Which meeting associated with the record should trigger the pause
- Options:
- Recent - The meeting most recently booked
- Nearest - The closest meeting to today’s date
- Furthest - The meeting furthest away from today
- Example:
Recent - Notes: The action looks at all meetings associated with the enrolled record
Unpause Condition Required
Section titled “Unpause Condition Required”- Type: Dropdown
- Description: What event should release the workflow pause
- Options:
- End Time - When the meeting’s scheduled end time arrives
- Status Changed - When the meeting status changes from “Scheduled”
- End Time OR Status Changed - When either condition is met (recommended)
- Example:
End Time OR Status Changed - Notes: “Status Changed” includes completed, cancelled, or no-show meetings
Common Use Cases
Section titled “Common Use Cases”Use Case 1: Post-Meeting Follow-up Sequence
Section titled “Use Case 1: Post-Meeting Follow-up Sequence”Scenario: Send a follow-up email and update deal stage after a sales meeting
Setup:
- Meeting:
Recent - Condition:
End Time OR Status Changed
Result: Workflow waits for the most recent meeting to finish, then continues with follow-up actions regardless of whether the meeting was completed or cancelled.
Use Case 2: Demo Follow-up Automation
Section titled “Use Case 2: Demo Follow-up Automation”Scenario: Wait for a product demo to complete before sending pricing information
Setup:
- Meeting:
Nearest - Condition:
End Time
Result: Workflow pauses until the upcoming demo’s scheduled end time, then sends pricing materials.
Use Case 3: Meeting Series Management
Section titled “Use Case 3: Meeting Series Management”Scenario: Schedule the next meeting in a series after the current one ends
Setup:
- Meeting:
Furthest - Condition:
Status Changed
Result: Waits for the last scheduled meeting to have its status updated (completed/cancelled), then triggers next meeting scheduling.
How It Works
Section titled “How It Works”- Meeting Identification: The action finds the specified meeting (recent/nearest/furthest) associated with your enrolled record
- Pause Activation: The workflow immediately pauses and waits for the meeting condition
- Monitoring: The system continuously monitors the meeting for the specified condition
- Automatic Release: When the condition is met, the workflow automatically continues
- Webhook Integration: Uses HubSpot meeting webhooks for real-time status updates
Advanced Configuration
Section titled “Advanced Configuration”Meeting Selection Logic
Section titled “Meeting Selection Logic”- Recent: Looks at booking/creation date, selects the most recently scheduled (regardless of meeting date)
- Nearest: Compares meeting start times to current date, selects closest future meeting (ignores past meetings)
- Furthest: Selects the meeting with the latest start time (can be in the past or future)
Important Behavioral Notes
Section titled “Important Behavioral Notes”- Past Meetings: If you select “Nearest” and all meetings are in the past, the workflow will immediately continue (no pause occurs)
- Meeting Deletion: If the selected meeting is deleted from HubSpot, the workflow automatically unpauses and continues
- Meeting Rescheduling: If a meeting time changes while paused, the action automatically adjusts to the new end time
- Multiple Workflows: If multiple workflows are paused on the same meeting, they all unpause simultaneously when the condition is met
Condition Behavior
Section titled “Condition Behavior”- End Time: Releases exactly when the meeting’s end time is reached (even if status hasn’t changed)
- Status Changed: Releases immediately when status changes from “Scheduled” to any other status (COMPLETED, CANCELLED, NO_SHOW)
- Both: Releases on whichever condition happens first (most flexible and recommended)
Status Change Details
Section titled “Status Change Details”- Manual Status Updates: When someone manually marks a meeting as completed/cancelled in HubSpot
- Integration Updates: When calendar integrations (Google, Outlook) sync status changes
- Automatic Updates: Some meeting tools automatically update status when meetings end
- Webhook Delays: Status changes may take 1-2 minutes to process due to webhook delivery timing
Webhook Processing
Section titled “Webhook Processing”The action uses HubSpot’s meeting webhooks to detect:
- Meeting status changes (completed, cancelled, no-show)
- Meeting time modifications
- Meeting deletions