Use Alternative Meeting Links URLs in Automated Email Buttons

Ever sent a client an email with a meeting link, only to have them book time with the wrong person? Cue the awkward "actually, let me connect you with Sarah" email chain. If your CRM contact owner isn't the person actually managing the relationship, this little dance happens more often than you'd like. Let's fix that, shall we?

Why is this hack helpful?

When the contact owner in CRM isn’t the person actually managing the relationship, booking the right account manager into a call becomes a small but constant friction point. It's like having the wrong number on your business card, technically fixable, but annoying every single time.

This hack uses the new URL personalisation tokens for buttons: create a dedicated “meeting link” property, populate it via a contact‑based workflow, and insert that token into an email button, so every client clicks through to the correct AM’s calendar. It’s a tiny change that removes friction from onboarding emails, invoice reminders and QBR invites, increases booked meetings and reduces back‑and‑forth, especially useful where admin owners differ from delivery owners.

Think of it as GPS for your meeting bookings: everyone arrives at the right destination, first time, every time.

Steps to Set It Up

Overview of the solution

• Create a new contact URL property (e.g. Account Manager Meeting Link) on the Contact record - optionally mirror on Company or Deal if required.

• Use a HubSpot workflow with branching logic to populate that property with the correct Calendly/HubSpot Meetings URL for each account manager.

• Build your email with a CTA button and use the meeting link personalisation token in the button URL so each recipient gets their manager’s calendar link.

Step‑by‑step guide

1. Create the meeting link property

   • In HubSpot, go to Settings → Properties → Contact properties → Create property.
   • Field type: Single-line text (or URL if you prefer).
   • Internal name: Something sensible like account_manager_meeting_link (your future self will thank you).

2. Populate the property automatically via workflow

   • Create a new workflow (Contact-based).
   • Choose an enrolment trigger appropriate for your business (e.g. lifecycle stage = Opportunity, or use a custom list segment).
   • Add an If/Then branch based on who should be the contact’s account manager. Options for branching:
     • Contact owner is X (use owner property).
     • Contact has an association label or custom property identifying the account manager or team.
     • Company revenue, tier or product usage (to route VIPs to senior AMs).
   • Under each branch, add an 'edit record' action, find your new property and set the contact property value by pasting the specific manager’s scheduling URL.
   • Test the workflow with sample records (seriously, don't skip this bit), then activate.

   Notes:

   • If account managers change, ensure someone updates the workflow branches (add it to your offboarding checklist, trust us).
   • For many account managers, consider creating a separate contact list per manager and using list membership as the branch condition. Saves you building a workflow that looks like a family tree.

3. Build the email with a personalised CTA

   • Create your marketing email as normal.
   • Insert a button CTA where you want the booking link.
   • For the button URL, use the contact property personalisation token for your new property
   • Optionally provide a fallback URL if the property is empty

4. Test thoroughly

   • Preview and send test emails to internal staff contacts with different values to confirm the button directs to the expected calendar.
   • Test fallback behaviour for contacts without a meeting link.
   • Check mobile and desktop rendering.

Tips

• Ensure your workflow covers all routing scenarios or set a sensible default fallback link.
• If you rotate account managers regularly, consider using a Company-level property for account manager assignment and a small workflow to copy that into the Contact property.
• Document your workflow logic somewhere your team can find it.

Wrapping Up

Every customer email that includes a “Book time” button will automatically point to the right person’s scheduler. That means fewer misbookings, faster client responses, clearer ownership, and a more professional client experience - with minimal manual maintenance once the workflow is in place.

No more calendar roulette. Just smooth, professional booking experiences that make your clients think you've got your act together (even if you're just really good at automation).

Got questions about setting this up? Drop us a line. We promise our meeting link will take you to the right person 😉