Automatically Tag Meeting Declines for Hubspot Email Follow-Up
When a prospect declines your meeting, Notis adds custom tokens to your Hubspot email templates so your follow-up message is more targeted.
Trigger
Attendee Response Changed
Polling trigger that fires when any attendee's RSVP changes to accepted, declined, or tentative. Returns attendee info and current status.
Action
Add token to event template
Adds a new custom data token to an existing event template for a specified hubspot application, optionally populating a crm object property if objectpropertyname is provided.
Why this helps
You send meeting invites that get declined but have no automated way to track declines for follow-up, so warm leads go cold.
- Declined meetings are tracked automatically for context
- Personalized follow-up emails based on decline reason
- Better conversion on second attempts to reschedule
- Reduces friction when re-engaging declined prospects
Setup
Build it in a few focused steps.
- 1Connect Google Calendar and Hubspot to Notis
- 2Tell Notis: 'When someone declines a meeting invite, add a decline token to my Hubspot email template so I can personalize the follow-up' or set up in Automations
- 3Choose your notification channel
- 4Notis listens for declined RSVPs and tags the related email template with decline metadata
- 5Test by sending a meeting invite to a colleague, have them decline, and review the token addition in Hubspot
- 6Use the token in your follow-up email to reference the declined meeting naturally
Questions about this workflow
Can I add different tokens for different reasons (e.g., time conflict vs. not interested)?
Yes, ask Notis to extract the decline reason if available and add contextual tokens for more targeted messaging.
Do I have to use these tokens in every follow-up?
No, they're optional. They just make it easier to personalize if you choose to use them.
What if someone changes their response from declined to accepted?
Notis can remove the token or keep it for your records. Let Notis know your preference.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Google Calendar to Hubspot. A trigger fires from one place; an action lands in another.
Google Calendar triggers
Hubspot actions
Attendee Response Changed
Polling trigger that fires when any attendee's RSVP changes to accepted, declined, or tentative. Returns attendee info and current status.
Add asset association
Associates an existing asset ('form', 'object list', or 'external web url') with a specified hubspot marketing campaign.
Event Canceled or Deleted
Triggers when a Google Calendar event is cancelled or deleted. Returns minimal data: event_id, summary (if available), and cancellation timestamp.
Add token to event template
Adds a new custom data token to an existing event template for a specified hubspot application, optionally populating a crm object property if objectpropertyname is provided.
Event Starting Soon
Triggers when a calendar event is within a configured number of minutes from starting. Returns event details, time remaining, attendees, and join links when available.
Archive email
Archives the hubspot email specified by `emailid` by moving it to the recycling bin, making it inaccessible unless restored.
Calendar Event Changes
**SOON TO BE DEPRECATED** - Use Calendar Event Sync (polling trigger) instead. Real-time webhook trigger for calendar event changes. Returns event metadata only. For full event data, use Calendar Event Sync (polling trigger).
Archive a batch of emails by ID
Archives multiple hubspot crm emails by id; ids must exist as archiving is irreversible.
Event Created
Polling trigger that fires when a new calendar event is created. Returns event ID, summary, start/end times, and organizer info.
Archive a batch of quotes by id
Archives a batch of existing, non-archived quotes by their ids; this action is irreversible and useful for managing outdated or irrelevant quotes.
Calendar Event Sync
Polling trigger that returns full event data including details, attendees, and metadata. For real-time notifications with basic info, use Calendar Event Changes (webhook).
Archive batch of companies by id
Archives a batch of companies by their unique ids; targeted companies must exist, not be previously archived, and this api operation is irreversible.
Event Updated
Triggers when an existing Google Calendar event is modified. Returns the event ID, change type, and the specific fields that changed with their previous and new values.
Archive batch of contacts by id
Archives a batch of existing contacts by their hubspot crm ids, rendering them inactive; this action is irreversible via the api and requires manual restoration or a separate unarchive endpoint.
Archive batch of deals by id
Archives a batch of existing deals by their unique hubspot ids, removing them from active views and reports (soft delete); archived deals may be restorable.
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When this happens · Trigger
Do this · Action
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