If you have an assigned Sales Hub or Service Hub paid seat, as you are creating or editing your scheduling page, you can customize the pre-meeting reminder email to ensure you are communicating all necessary information to your prospect.
To turn on pre-meeting reminder email customization:
- In your HubSpot account, navigate to Sales > Meetings.
- In the upper right, click Create scheduling page or hover over the name of the meeting you want to edit and click Edit.
- Follow the instructions to configure your email.
- Click the Automation tab.
- Once your Pre-meeting reminder switch is on, click down Customize your reminder email.
- You can customize the subject line and body of the email with new text and personalization tokens for the company, contact, host, and meeting details.
- Click Save. Then, finish creating or editing your scheduling page.
The Benefits of Custom Meeting Reminders
Custom meeting reminders offer several advantages over the previous, more generic approach. Here are some of the key benefits:
Enhanced Personalization
One of the standout features of custom meeting reminders is the ability to personalize the content. You can tailor the subject line and body of the email with personalization tokens. These tokens allow you to include specific details about the prospect, the meeting, and even the host. Personalization creates a more engaging and relevant experience for your prospects, increasing the chances of a successful meeting.
Improved Engagement
Engagement is crucial in today's competitive business landscape. Custom meeting reminders enable you to capture your prospect's attention by delivering a reminder that's not just informative but also engaging. You can use persuasive language, highlight the value of the meeting, and include compelling call-to-action statements.
Better Preparation
Customization doesn't stop at personalization tokens; you can also include essential information about the meeting, such as the agenda, location, or any documents that should be reviewed beforehand. This ensures that both you and your prospect are well-prepared, making the meeting more productive.
Brand Consistency
With custom meeting reminders, you have complete control over the content and design. This allows you to maintain brand consistency and professionalism, reinforcing your brand image in the eyes of your prospects and clients.
Overcoming Limitations of the Old Way
This is a screen of the past.
Before the introduction of custom meeting reminders, HubSpot users had to rely on generic, one-size-fits-all reminders. These reminders lacked personalization and often failed to capture the prospect's attention. Here's how custom meeting reminders overcome these limitations:
Personalization Tokens
The old way of sending reminders in HubSpot lacked the ability to personalize content. Custom meeting reminders, on the other hand, leverage personalization tokens to address prospects by name, include meeting details, and even reference the host. This level of personalization sets a more welcoming and professional tone for the meeting.
Tailored Messaging
Generic reminders often provided minimal information, leaving prospects with unanswered questions. Custom meeting reminders allow you to craft tailored messages that address specific concerns or provide additional context, making it easier for prospects to prepare and engage effectively.
Brand Representation
With the old reminders, maintaining brand consistency was a challenge. Custom meeting reminders, however, grant you full control over the branding and design of your emails. This ensures that your reminders align seamlessly with your brand identity, reinforcing your professionalism and trustworthiness.
Practical Use Cases
Now that we've explored the benefits and advantages of custom meeting reminders, let's consider some practical use cases:
Sales Meetings
In a sales context, you can use custom meeting reminders to reinforce the value of your product or service, include a personalized message to the prospect, and provide details on what to expect during the meeting. Here's a sample script for a sales meeting reminder with personalization tokens:
Subject: Your Upcoming Sales Meeting with [Contact.FirstName]
Hello [Contact.FirstName],
We're excited to meet with you on [Meeting.Date] to discuss how [Company.Name] can help you achieve [Prospect.Goals]. During our meeting, we'll cover [Meeting.Agenda]. Please come prepared with any questions or topics you'd like to discuss.
Looking forward to our conversation!
Best regards,
[User.Name]
[User.Email]
[User.PhoneNumber]
Service Appointments
For service appointments, you can use custom meeting reminders to provide clear instructions on what the client should prepare or expect. Here's a sample script:
Subject: Reminder for Your Service Appointment on [Meeting.Date]
Hi [Contact.FirstName],
This is a friendly reminder of your upcoming service appointment with us on [Meeting.Date] at [Meeting.Location]. Our team is ready to provide you with top-notch service. Please remember to bring any relevant documents or information to make the process smoother.
If you have any questions or need to reschedule, feel free to contact us at [User.PhoneNumber].
See you soon!
Best regards,
[User.Name]
[User.Email]
Custom meeting reminders in HubSpot are a powerful tool that allows you to enhance your communication and engagement with prospects and clients. By leveraging personalization tokens and crafting tailored messages, you can create a more meaningful and productive pre-meeting experience. So, don't miss out on this BETA feature, and start customizing your meeting reminders today to leave a lasting impression on your prospects and clients.
