Notify AE by internal email when a meeting is booked on their calendar

Outcome. The AE gets an immediate internal email the moment a prospect books time on their meeting link, with the prospect's context, so they are not relying on catching the calendar invite in a crowded inbox.

flowchart TD
    A[Meeting Scheduled event] --> B[Notify contact owner by internal email]
    B --> C[Set Last meeting booked date]
    C --> D{Lifecycle stage = customer?}
    D -->|No| E[Create meeting-prep task for owner]
    D -->|Yes| F[Notify CS owner as heads-up]

When to use it / when not to

• Use it when meetings get booked through HubSpot meeting links (personal or team links) and reps want a single, consistent, context-rich alert separate from the raw calendar invite.
• Use it when you want to trigger downstream actions (handoff task, Slack ping via a connected app) off the same event, not just the calendar invite.
• Do not use it if your reps already find the native calendar invite sufficient; adding a second notification for the same event can feel like noise. Ask before building.
• Do not use it for meetings booked manually by a rep from the record (this workflow targets meetings booked through a scheduling link by the prospect); manually-created meetings should not need a "someone booked with you" alert.