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To send a video automatically when a meeting is booked, create a Sendspark Automated Workflow that triggers on HubSpot’s “New Meeting Created” event. Add a HubSpot Find Contact action to look up the booker by their guest email, create a Sendspark AI video with their details, then send it through Gmail, Outreach, or another channel.

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Key takeaways

  • The workflow uses HubSpot’s “New Meeting Created” trigger, which fires any time someone books a meeting.
  • Add a Find Contact action (using Guest Emails) before creating the video, so you have the contact details needed to personalize it.
  • The Create Dynamic Video action lets you map in HubSpot contact fields to personalize each video.
  • You can optionally filter the trigger by meeting ID or title so it only runs for specific meetings.

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1. Create Automation

Go to Sendspark Automated Workflows. Create a “new automation” Sendspark Automated Workflows dashboard with new automation button

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2. Add Trigger: Meeting Booked

Add a trigger to start the automation. Sendspark workflow editor showing trigger selection options Select HubSpot, and the event **“New Meeting Created.”**This event will fire anytime someone books a meeting. HubSpot integration trigger menu displaying New Meeting Created event If you’d like to, you can refine this down to a specific meeting ID or title, so you only trigger this automation when certain meetings are booked. Click the funnel to add filters: Workflow trigger settings with funnel icon to add filters And then add your conditions: Filter conditions panel for refining meeting trigger criteria

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3. Add Action: Create Sendspark AI Video

Before you can create your dynamic video in this automation, you need to first get more information about the person who booked the meeting from HubSpot. Add a HubSpot action for “Find Contact” HubSpot Find Contact action setup in workflow builder Use “Guest Emails” to find more information: Guest Emails field selection for HubSpot contact lookup And then, add an action to create your Sendspark video. Select **“Sendspark”**and “Create Dynamic Video” Sendspark Create Dynamic Video action option in workflow Map in all of the contact fields you would like to use to personalize your video: Contact field mapping interface for personalizing video content Save this step!

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4. Add Action: Send Video

You can send this video directly in Gmail or Outreach, or check out one of the many other ways to share your video in automated workflows. Action options for sending video via Gmail or Outreach The entire workflow should look something like this: Complete workflow overview showing all automation steps connected

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Frequently asked questions

Use the “New Meeting Created” event under the HubSpot trigger. It fires any time someone books a meeting.
Before you can create a personalized dynamic video, you need more information about the person who booked the meeting. The HubSpot Find Contact action looks that up — use Guest Emails to find the contact — so those fields are available to personalize the video.
Yes. Click the funnel on the trigger to add filters, then set conditions such as a specific meeting ID or title, so the automation only fires when those meetings are booked.
You can send it directly through Gmail or Outreach, or use one of the many other ways to share your video in automated workflows.
Updated July 2026.