Executing the Meeting Follow-Up Sequences

Overview

The Meeting Follow-Up Sequences help advisors maintain consistent communication with prospects before and after scheduled meetings.

These HubSpot sequences support follow-up at different stages of the prospect journey, from confirming a Discovery Meeting to reconnecting after a completed or missed meeting.

There are four available sequences:

• Discovery Booked: Follow-up for prospects who have scheduled a Discovery Meeting.
• Discovery Meeting Completed: Follow-up after a prospect completes a Discovery Meeting.
• Recommendation Meeting Completed: Follow-up after a prospect completes a Recommendation Meeting.
• No Show: Follow-up for prospects who miss a scheduled meeting.

Enrollment: Through HubSpot, based on the applicable meeting stage or outcome.

Purpose: Help advisors maintain timely, consistent communication while keeping prospect relationships moving forward.

When to use these sequences

Use the appropriate Meeting Follow-Up Sequence based on the prospect's current meeting stage or outcome.

Meeting stage or outcome	Sequence to use
A prospect has scheduled a Discovery Meeting.	AMKT - Discovery Booked
A prospect has completed a Discovery Meeting.	AMKT - Discovery Meeting Completed
A prospect has completed a Recommendation Meeting.	AMKT - Recommendation Meeting Completed
A prospect did not attend a scheduled meeting.	AMKT - No Show

Important: Make sure the prospect's meeting information and outcome are accurate in HubSpot. Incorrect or outdated information may result in inappropriate follow-up.

Do not use these sequences when

• The meeting stage or outcome does not match the intended sequence.
• The prospect has requested that communication stop.
• The prospect is already receiving conflicting or duplicate outreach.
• A different follow-up approach has been agreed upon with the prospect.

Before proceeding, review the contact's recent activity to confirm that the follow-up is appropriate.

Choose the right sequence

The four sequences are available in HubSpot under Sales > Sequences.

You can search for the sequence by name or open it directly using the links below.

Sequence	HubSpot reference
AMKT - Discovery Booked	View sequence
AMKT - Discovery Meeting Completed	View sequence
AMKT - Recommendation Meeting Completed	View sequence
AMKT - No Show	View sequence

How to find a sequence in HubSpot

1. Go to Sales > Sequences in HubSpot.
2. Search for the sequence name, starting with AMKT -.
3. Open the sequence that matches the prospect's meeting stage or outcome.
4. Review the email steps and any assigned tasks before using the sequence.

You can also use the direct links above to access each sequence.

Before and after a meeting

To help ensure prospects receive the appropriate follow-up, keep their meeting records accurate and up to date.

Before a meeting

1. Confirm the prospect's name, email address, and assigned advisor in HubSpot.
2. Check that the meeting details, including the date and time, are correct.
3. Review the prospect's recent activity to avoid duplicate or conflicting communication.
4. Confirm that the appropriate sequence is being used.

After a meeting

1. Open the prospect's contact record in HubSpot.
2. Review the associated meeting.
3. Update the meeting outcome to reflect whether it was completed or missed.
4. Add relevant meeting notes when applicable.
5. Review the prospect's sequence enrollment and follow-up activity.

Important: Updating a meeting outcome does not necessarily enroll or unenroll a contact automatically. Follow the approved enrollment process and review the contact's sequence status.

How to enroll a contact

If the prospect needs to be manually enrolled in a Meeting Follow-Up Sequence:

1. Open the prospect's contact record in HubSpot.
2. Select Enroll in sequence.
3. Search for the appropriate sequence using the names listed above.
4. Select the sequence and review its email steps.
5. Check the assigned sender, personalization, scheduled sending times, and time zone.
6. Confirm the enrollment.

For more detailed instructions, refer to How to enroll a contact in a HubSpot email sequence in the HubSpot for Advisors Knowledge Base.

Before enrolling: Make sure the prospect is not already enrolled in the same sequence or receiving other outreach that could result in duplicate communications.

What happens after enrollment

Once a prospect is enrolled:

• HubSpot schedules the sequence emails according to the selected enrollment settings.
• Any configured tasks appear in the assigned user's HubSpot task queue.
• Advisors can review the prospect's enrollment status and sequence activity.
• Advisors remain responsible for completing assigned tasks and responding to prospect inquiries.

You do not need to manually send emails that are already scheduled through the sequence.

However, you should continue reviewing prospect activity and make sure the outreach remains appropriate.

When a prospect responds

If a prospect replies, schedules a follow-up meeting, or begins a direct conversation, review their sequence enrollment to avoid unnecessary communication.

If the prospect replies by email

HubSpot can automatically unenroll contacts when it detects a reply, depending on the sequence settings.

1. Open the prospect's HubSpot contact record.
2. Confirm whether the contact has been unenrolled.
3. If the contact is still enrolled and further automated outreach is no longer appropriate, manually unenroll them.
4. Continue the conversation directly with the prospect.

If the prospect books another meeting

Review the prospect's current sequence enrollment and determine whether the remaining outreach is still appropriate.

If the follow-up is no longer needed, unenroll the contact.

Do not assume that every meeting booking automatically stops the sequence.

If the prospect responds by phone or another channel

Manually review the sequence enrollment. HubSpot may not detect conversations that take place outside supported email or meeting channels.

If continued outreach is no longer appropriate, unenroll the contact.

If the prospect asks to stop receiving communication

Immediately stop the relevant outreach, unenroll the contact if necessary, and update their communication preferences in HubSpot.

How to manually unenroll a contact

1. Open the prospect's contact record in HubSpot.
2. Locate the active sequence enrollment.
3. Select Unenroll.
4. Confirm that the contact is no longer enrolled.

For unexpected enrollment behavior, contact the Farther Helpdesk.

Personalizing the follow-up

Some sequence emails may require personalization based on the prospect's meeting details or previous conversations.

Before enrollment:

1. Review the sequence's email content.
2. Check the prospect's name and advisor information.
3. Review any available personalization fields.
4. Make individual adjustments during enrollment when appropriate.

Important: Do not modify approved shared sequences, templates, timing, or unenrollment settings without authorization from Advisor Marketing.

If you need a customized version of an existing sequence, contact advisormarketingrequest@farther.com for guidance.

Send timing

Before enrolling a prospect, review the scheduled sending times and selected time zone.

• Confirm that the time zone is appropriate for the prospect.
• Review the scheduled days and times for the sequence emails.
• Check whether any emails or tasks require manual action.

If you are unsure about the timing or sending schedule, contact the Farther Helpdesk.

Advisor responsibilities and best practices

To help ensure the meeting follow-up process works as intended:

1. Keep meeting records accurate. Confirm meeting dates, contact details, and assigned advisors.
2. Update meeting outcomes. Mark meetings as completed or missed, as appropriate.
3. Review meeting notes. Use relevant information to guide follow-up conversations.
4. Select the correct sequence. Match the sequence to the prospect's current meeting stage or outcome.
5. Check personalization and send timing. Review the sender, email content, and scheduled delivery before enrollment.
6. Monitor responses and enrollment. Respond directly when a prospect engages and stop outreach when it is no longer appropriate.

When to ask for help

Contact the Farther Helpdesk if:

• You cannot find or enroll in the appropriate sequence.
• A prospect does not receive an expected follow-up email.
• An incorrect follow-up email is sent.
• An email is sent from the wrong advisor.
• Follow-up emails continue after a prospect responds.
• You notice unexpected sequence enrollment or scheduling behavior.

When submitting a request, include:

• Prospect's name or email address
• Sequence involved
• Relevant meeting date
• What you expected to happen
• What actually happened
• Screenshot, if available