Time-Based Meeting Workflows send automated messages at regular intervals, listing meetings that match specific criteria. Such workflows are extremely useful for maintaining meeting data hygiene, preparing for upcoming meetings at the start of the week, or reviewing outcomes/ notes/ next steps for meetings concluded in the previous week, among other use cases.
In this article, we’ll walk through the steps of how to create time-based meeting workflows on Sidekick. We’ll also dive deeper into how you can create a new template for time-based meeting workflows from scratch.
Follow these steps to use Meeting Triggers in Sidekick’s Time-Based Workflows:
Step 1: Navigate to the new workflow creation page by clicking on Workflows on the top panel of your Sidekick homepage, then click on the Create New Workflow button on the top-right corner of your Workflows page. This will open up the new workflow creation page.
Step 2: Under the Workflow Settings section, choose Meeting as the Object Type and Time Based as the Trigger Type.
Step 3: Under the Workflow Details add a Name and Description for your workflow, so it’s easy to find in your list of workflows when you need it.
Step 4: Under the When should this Workflow trigger section, set the frequency and exact time at which you want Sidekick to trigger this workflow.
Step 5: In the Choose template for message section, use the dropdown menu to select from your list of existing message templates. Only compatible templates will be visible here, i.e. templates with the same Object Type (Meeting) and Trigger Type (Time Based). If you need to make quick tweaks to the chosen template, click on the Edit button. Click on the Message Preview button to see how the message will appear on your Slack/ MS Teams.
Step 6: Under the Choose where this should be sent section, select where you want Sidekick to send messages for this workflow on Slack/ MS Teams:
- Channel: This will show a list of all the available public Channels for Sidekick to post on.
- Owner Type: If you want to route the message as a Direct Message on Slack/ MS Teams to the Object owner, choose Owner. This will allow you to choose HubSpot owner properties to route the message to.
- Direct Message: This will populate a list of all the users you can choose to Direct Message.
Step 7: Click on Create Workflow at the bottom of the page to save your workflow.
Step 8: You’ll need to turn this specific workflow on if you want to start using it, which can be done from the Workflows page.
Walkthrough For Creating A New Time-Based Template For Meeting Workflows:
If you’d like to create a new template for this workflow from scratch, click on the blue “New Template” button under the Choose template for message section. This will take you to the New Template page.
Let’s take an example. Say you want to create a Recurring Workflow which sends a Slack message every Friday at 5 PM with a list of Meetings that concluded in the past one week, but don’t have the Meeting Outcome property updated. You can include action buttons in Sidekick’s message that prompt your sales team to update the meeting outcome and add contextual notes.
Here are the steps to create this Template:
Step 1: Template Settings:
- Destination: Slack
- Object type: Meeting
- Trigger type: Time Based
Step 2: Template Details:
- Next, in the Template Details section, add a Name and Description for your Template, so it’s easy to find in your list of Templates when you need it.
- The Content data field is not editable by default and you don’t really need to use it.
Step 3: Template Contents: This is how Sidekick’s message will appear on Slack. Add a Header and Body text to provide context about the purpose of the message, and Call To Action buttons through which properties will get updated back in HubSpot.
- Header: This could read something like “Hi! Here is a list of Meetings that concluded in the past week but don’t have the Meeting Outcome updated”.
- Body: Here, you could add the Meeting Title, Attendees Names and email IDs, as well as names of associated companies and deals. You can also tag relevant Owner Types (SDR Owner, Deal Owner, etc.) directly on Slack. To do this, click on Insert HubSpot Property and select the desired Properties from the dropdown menu.
- Call to Action: For this use case, insert CTA buttons to update the Meeting Outcome and add a Note.
Step 4: Recurring Details: This is where you choose the filters you want to set. All Objects matching the filter will be sent as a Slack/ MS Teams message.
Step 4.1: To do this, first click on Add Filters and then click on + Filter Group.
Since we want this recurring workflow to run for all Meetings concluded in the last 7 days:
- In the first field, search for the HubSpot property, Meeting end time
- In the second field, define your logic by selecting is
- In the third field, select Last 7 days
Also, we only want to see those Meetings that don’t have the Meeting Outcome updated. To do this, click on And:
- In the first field, search for the HubSpot Property Meeting Outcome
- In the second field, define your logic by selecting not has property
You can stack up multiple filters, by clicking on the and button for an and combination. Or click on the filter group button for an or combination.
Step 4.2: Sort Details: Select if you want to sort the list of Meetings based on some criteria, for example, in descending order of the meeting end time.
Step 4.3: Objects Limit: Select if you want Sidekick to limit the number of Meeting records it displays in its weekly Slack message. Disabling the objects limit may result in a high volume of records leading to extremely long messages.
Pro-tip: You can see a preview of how the message will appear on Slack/ MS Teams by clicking on the Message Preview button.
Step 5: Once you’re done adding all the details, Click on Create Template.
This is how your Sidekick message on Slack will look for this Time-Based Workflow:
If you have any questions or need assistance, feel free to connect with our team at contact@trysidekick.com or book a call with us here.