Create SDR-to-AE handoff task when a meeting is booked

When to use it, when not to

Prerequisites

• Property: SDR notes (internal name sdr_handoff_notes), object contact, field type single-line or multi-line text. Why: this is where the SDR logs qualification context before or right after booking, and the handoff task pulls it in.
• Property: Booked by (internal name meeting_booked_by), object contact, field type HubSpot user (or dropdown of SDR names if a user-type property is not available on your portal). Why: distinguishes SDR-booked meetings from AE self-booked ones, since the trigger should only fire on the former. "HubSpot user" is a standard field type for custom properties and stores one or many users from your account, so the dropdown fallback is not needed (https://knowledge.hubspot.com/properties/property-field-types-in-hubspot).
• Both the SDR and AE roles set as Contact owner at different points is not required. What matters is the Booked by property is set by the SDR at qualification time, ideally through a workflow or manually before the meeting is booked.
• A team meeting link setup or individual AE meeting links that SDRs use to book on the AE's behalf.

Enrollment

Steps

1. Trigger fires on Meeting Scheduled with Booked by known.
2. Set property value: Handoff date = current date.
3. Create task: type "To-do", title "Handoff prep: {{contact.firstname}} {{contact.lastname}} - meeting booked by {{contact.meeting_booked_by}}", due 1 day before the meeting (fallback: same day), assigned to Contact owner (the AE).
   • Task notes field populated with SDR notes property value via personalization token.
4. Send internal email notification to Contact owner, subject "New handoff: {{contact.firstname}} {{contact.lastname}}", body includes a direct link to the contact record and the SDR notes.
5. If/then branch: SDR notes is unknown (blank).
   • If true: Send internal email notification to the SDR (Booked by user) reminding them to log qualification notes before the meeting.

Known pitfalls

• If the SDR books the meeting before filling in SDR notes, the handoff task goes out with empty context. The reminder branch (step 5) helps but does not guarantee notes get added before the meeting itself; consider a hard requirement in the SDR's own booking process instead of relying only on this workflow.
• Booked by has to be set through a separate action (manual entry, a form, or an earlier qualification workflow); this workflow only reads it, it does not populate it. Confirm your SDR process actually sets this property every time or the filter will silently skip real handoffs.
• Personalization tokens pulling free-text properties into a task's notes field can get long. If SDR notes regularly runs over a paragraph, keep only the summary in the task and put the full notes on the contact record instead.
• Re-enrollment on every Meeting Scheduled event means a rescheduled meeting also creates a second handoff task. Decide if that duplication is acceptable or if you want to suppress re-enrollment and rely on sales-ops-015 for reschedules instead.

Test plan

1. As a test SDR user, set Booked by = your test SDR user and fill SDR notes with sample qualification text on a test contact.
2. Book a test meeting for that contact using the AE's meeting link.
3. Open workflow history, confirm enrollment and check the branch taken.
4. Confirm the handoff task appears in the AE's task queue with the SDR notes visible in the task body.
5. Repeat with SDR notes left blank and confirm the SDR reminder email fires instead of (or alongside) the handoff task.

The UAT script of this spec holds 2 cases, with the expected result and a sign-off sheet. It comes as Markdown and as a CSV for your spreadsheet.

Variants

• Slack-based handoff instead of internal email, using a connected Slack action to post in a shared SDR/AE channel.
• Deal-based handoff: if the SDR already creates the deal at qualification, trigger off deal creation with Deal source = SDR-sourced instead of the contact-level meeting event.
• Multi-AE pod handoff: route the task to a rotating "handoff reviewer" instead of a single fixed AE, using a rotation list similar to lead-routing-002.

Build spec

trigger:
  type: event-based
  event: meeting_scheduled
  criteria:
    - meeting_booked_by: is_known
    - contact_owner: is_known
  reenrollment: true
suppression:
  - lifecycle_stage: equals "customer"
actions:
  - type: set_property_value
    property: handoff_date
    value: current_date
  - type: create_task
    task_type: todo
    title: "Handoff prep: {{contact.firstname}} {{contact.lastname}} - meeting booked by {{contact.meeting_booked_by}}"
    due: meeting_date_minus_1_day
    assigned_to: contact_owner
    notes: "{{contact.sdr_handoff_notes}}"
  - type: send_internal_email_notification
    to: contact_owner
    subject: "New handoff: {{contact.firstname}} {{contact.lastname}}"
  - type: if_then_branch
    condition: sdr_handoff_notes is_unknown
    if_true:
      - type: send_internal_email_notification
        to: meeting_booked_by
        subject: "Reminder: log qualification notes before the meeting"

Files and install

Take the PDF and build it by hand. One-click install comes with a category pack or the full library.

Nothing deleted, enabled or enrolled.

sales-ops-003Spec version 2026-09