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Meeting Pause

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

Prerequisites

  • HubSpot meetings integration enabled
  • Meetings associated with your workflow records (contacts, deals, etc.)
  • Understanding of your meeting scheduling process

Basic Configuration

  1. Choose which meeting to wait for (Recent, Nearest, or Furthest)
  2. Select the unpause condition (when the meeting is considered "finished")
  3. Add follow-up actions after the meeting pause
  4. Test with a scheduled meeting

Input Fields

Required Fields

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

  • 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

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

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

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

  1. Meeting Identification: The action finds the specified meeting (recent/nearest/furthest) associated with your enrolled record
  2. Pause Activation: The workflow immediately pauses and waits for the meeting condition
  3. Monitoring: The system continuously monitors the meeting for the specified condition
  4. Automatic Release: When the condition is met, the workflow automatically continues
  5. Webhook Integration: Uses HubSpot meeting webhooks for real-time status updates

Advanced Configuration

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

  • 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

  • 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

  • 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

The action uses HubSpot's meeting webhooks to detect:

  • Meeting status changes (completed, cancelled, no-show)
  • Meeting time modifications
  • Meeting deletions

Last updated: November 23, 2025