Duplicate meeting prevention

Prevent duplicate or double meetings in your CRM

Demodesk Support avatar
Written by Demodesk Support
Updated over a week ago

Did you notice that you have duplicate meetings in your CRM? The same meeting appears twice?

The most common cause is that you have another integration active besides Demodesk that sends meetings from your calendar to your CRM. Typically an active integration between Google/Outlook and your CRM is a reason for that.

We have developed the "Duplicate meeting prevention" for this case. Here you can define if we create meetings in your calendar or if we just update them.

Duplicate Meeting Prevention Setup

This feature is available for Salesforce and for HubSpot. You can manage this setting in your integration settings here.

These are the available options with the meeting duplication prevention that are explained below.

The first option "Demodesk creates meetings in HubSpot" is the best solution if you want to ensure that all meetings created in Demodesk are in your CRM. Then it would be best if you disabled other integrations creating meetings in your CRM from your calendar. This setting is enabled by default.

This option is best suited when

  • you have no other integration active,

  • you have online meetings,

  • or you only want to see meetings scheduled with Demodesk in your CRM.

The second option "Demodesk only updates meetings in HubSpot" means that we will look for the meeting in your CRM based on title, host, and start time. Once the meeting is found, Demodesk will update it with all additional information (e.g. custom tokens).

This option is best suited when you have an integration active that creates meetings in the CRM based on the calendar (e.g. Google Calendar integration, Salesforce Einstein Activity Capture, ...).

Deep Dive: How do Duplicate meetings happen in CRM?

Here is a simplified visualization on how duplicate meeting prevention works. For this example, we consider that another integration is active that creates meetings in the CRM from the calendar.

  • The new meeting is booked

  • Demodesk starts to check if there is such a meeting in the CRM.

    • If there is no meeting in the CRM, Demodesk waits for a specific amount of time, let's say n, which is always increasing, and it continues until there is no meeting found in the CRM (usually it takes 3 seconds to be found).

    • When a meeting is found, the fields of the meeting will be updated accordingly, and the process finishes.

  • You now have one up-to-date meeting in Demdesk, your CRM, and your calendar!

Take a look at this flow to fully understand the process:

Another integration creates meetings in the CRM from the calendar and Demodesk creates meetings are active in duplicate meeting prevention. Following will happen:

Did this answer your question?