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Best answer

How to Create Dynamic Appointment Reminders Based on HubSpot Tickets

  • October 23, 2024
  • 2 replies
  • 39 views
A

I have a field in a Hubspot ticket that stores an appointment date for a contact. I have figured out how it would send a reminder 2 days before that date using a delay. 

How it works currently: 

  • Trigger: Ticket Property Change
  • Add delay based on date retrieved from ticket
  • Send message

My problem: If the contact decided to change their appointment date. The appointment date field in the ticket would change and trigger a new reminder to be sent. But the old reminder would also be sent. 

Is there a way to stop from the old reminder from being sent?

I have tried using Get Ticket  action after a delay expecting it would get the new appointment date. Adding a filter if the new appointment date is not equal to the old one, don’t continue. 

But it doesn’t retrieve new ticket updates when using Get Ticket so it doesn’t work. 

Any ideas how to solve this? 

Best answer by JammerS

Hi @adamm,

 

Welcome to the Community.

 

In Zapier, delays and triggers can't be updated once set, even if the underlying data changes. A workaround involves using Zapier Storage and two Zaps. The first Zap stores the ticket ID and appointment date when a HubSpot ticket property changes. The second Zap sets a delay based on the new appointment date and checks if the stored date matches the current one. If they match, the message is sent; if not, it's skipped. This solution requires two Zaps, which count towards your task usage.

 

Let us know if this helps you jump-start your Zap. Thank you.

This post has been closed for comments. Please create a new post if you need help or have a question about this topic.

2 replies

Troy Tessalone
Zapier Orchestrator & Solution Partner
Forum|alt.badge.img+14
  • Troy TessaloneZapier Orchestrator & Solution Partner
  • Zapier Orchestrator & Solution Partner
  • October 23, 2024

Hi @adamm 

Perhaps explore using native HubSpot scheduling features: https://www.hubspot.com/products/sales/schedule-meeting

⚡ Troy Tessalone - AutomationAce.com | Platinum Zapier Solution Partner | #1 Zapier Community Contributor
JammerS
Forum|alt.badge.img+6
  • JammerSZapier Staff
  • Zapier Staff
  • Answer
  • October 23, 2024

Hi @adamm,

 

Welcome to the Community.

 

In Zapier, delays and triggers can't be updated once set, even if the underlying data changes. A workaround involves using Zapier Storage and two Zaps. The first Zap stores the ticket ID and appointment date when a HubSpot ticket property changes. The second Zap sets a delay based on the new appointment date and checks if the stored date matches the current one. If they match, the message is sent; if not, it's skipped. This solution requires two Zaps, which count towards your task usage.

 

Let us know if this helps you jump-start your Zap. Thank you.

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