Meeting Requests

What is a Meeting Request?

Leads can share a preferred date and time to meet with you when they submit a request. That availability is attached to the lead and delivered through whatever channels you've set up (email, webhook, or HubSpot).

A meeting request doesn't schedule or confirm a meeting. It gives your team more context on when the lead would like to connect, and your team can follow its usual process to confirm the time.

Each lead carries the availability in two fields. requestedMeetingTime is an ISO 8601 timestamp in UTC (e.g., 2026-04-22T19:45:00+00:00), intended for machine use. formattedRequestedMeetingTime is a display string in the lead's local timezone (e.g., Wednesday, April 22, 2026 at 3:45 PM Eastern Daylight Time). Use the formatted field when you're showing the time to a person.

In Practice

When a lead comes with availability attached, you know when they want to connect. You can reply with a time slot that fits their preferred window instead of sending a scheduling email first and waiting for a response.

If a lead adds or updates their availability after the lead has been sent, you're notified through any endpoint that has the meeting time field mapped and is set up to receive lead updates.

How a Requested Time Reaches You

Meeting time fields are optional on every endpoint. Add them to an endpoint's configuration if you want availability flowing through that channel; leave them out if you don't. When they're included and the lead has a meeting request at send time:

• Email: the lead email includes a meeting alert section with the requested time and timezone.
• Webhook: the payload carries both requestedMeetingTime (ISO 8601 UTC, for processing) and formattedRequestedMeetingTime (the display string) alongside the rest of the lead data.
• HubSpot: the contact is created or augmented with the Requested Meeting Time property populated, and the lead-delivery timeline event carries the time.

A callout at the top of the lead email highlights the requested time and timezone so the meeting isn't easy to miss.

The Seller Portal lead detail page displays the requested meeting time alongside the rest of the lead data.

When a Lead Updates Their Availability

Leads often request a meeting after the lead has already been delivered, or update a time they'd previously picked. When this happens, Top Provider re-delivers the lead as a lead update.

Email endpoints receive these updates by default. Webhook endpoints don't; you opt in via the endpoint's advanced settings. HubSpot connections are configurable too. See Choosing What Each Endpoint Receives below for the full set of options.

An endpoint only receives the update if two conditions are met:

1. The meeting time field is included in the endpoint's configuration.
2. The endpoint is set to receive lead updates.

When an endpoint qualifies, the update arrives through its normal channel:

• Email: a lead update email with the subject Lead Update from Top Provider on your order [Order Name]. It includes the new time and enough context (company, category, original delivery date) to find the lead in your system.
• Webhook: the lead is re-sent with the updated availability. The payload is the full current lead data.
• HubSpot: the contact's Requested Meeting Time property is refreshed (other fields are left alone), and a Lead Update timeline event is posted on the activity feed.

Choosing What Each Endpoint Receives

Email and Webhook Endpoints

Every email and webhook endpoint has a type setting that controls whether it receives new leads, meeting updates, or both. You can route updates to the same inbox, a different team, or a separate URL without changing how new leads get routed.

The endpoint type toggle lives in the advanced settings on email and webhook endpoints. Changing it only affects that one endpoint.

Common Setups

• Route updates to a different destination than new leads. Create a second endpoint with the destination you want and set its type to Lead updates only. Leave the original endpoint as is.
• Handle both on one endpoint. Set the endpoint type to New leads and lead updates. Your system can tell them apart server-side: webhooks carry messageType, and emails use a distinct subject line.
• Opt out of updates entirely. Leave the endpoint at New leads only. You'll still receive new leads but won't be notified when a lead's availability changes later.

HubSpot Connections

HubSpot connections have a narrower choice: new leads only, or new leads plus lead updates. There's no "lead updates only" option, because the way Top Provider connects to HubSpot delivers both to a single account, and lead updates can't be split off into a separate HubSpot destination.

Set the connection to New leads only if you don't want the contact upsert and timeline event for meeting changes.

On a lead update, only the Requested Meeting Time property is written to the contact. Everything else you've already captured is left alone, matching your Update Existing Contacts advanced setting. HubSpot's email-based contact matching prevents duplicates. The Lead Update timeline event mirrors the original lead-delivery event structure with an added flag, so existing HubSpot workflows continue to work.

Adding a Calendar Booking Link (Optional)

To help streamline follow-up, you can add a calendar booking link on each of your lead orders. The link gives our team a simple way to help coordinate a confirmed time between your team and the lead when a meeting is requested on that lead order.

Calendar links are optional. Meeting requests work whether or not you've added a link. Without one, our team coordinates the time manually.

Adding or Changing a Link

1. In the Seller Portal, open Leads → Calendar Links.
2. Find the lead order you want to add a link for.
3. Paste your booking URL into the Calendar Booking Link field and save.

The field accepts any scheduling URL (Calendly, HubSpot Meetings, Acuity, or any other tool your team uses). There's no provider picker and no extra configuration.

One link per lead order. Different lead orders under the same account can use different links. You can edit or remove a link at any time.

The Calendar Links page lives under Leads in the Seller Portal. Each lead order has its own booking link field.

FAQ