SDR Operations
Part of SDR-to-sales handoffs
Tracking what happens after a meeting is accepted
Follow an accepted SDR meeting through attendance, its stated purpose and the next owner while keeping reschedules and later changes distinct.
Once a sales owner accepts an SDR meeting, track that discussion to a clear outcome and next owner. Record whether it happened, whether it met its agreed purpose and what action remains. Acceptance, attendance and later opportunity progress are separate events.
Keep the accepted purpose visible
Keep visible the handoff purpose, receiving owner, intended participants and preparation promised to the prospect. Use a stable reference for the intended discussion so a rescheduled invitation is not mistaken for a second handoff. Preserve the original acceptance decision when later information changes the opportunity.
Before the meeting, the receiving owner should review what was already discussed, which claim remains uncertain and what question needs an answer. If a specialist is needed for that purpose, arrange their involvement. Tell the prospect if the proposed purpose changes.
Record what actually happened
Use states that describe the event: scheduled, rescheduled, cancelled, prospect absent, seller absent, held or outcome unconfirmed. Record a known reason for cancellation or absence. A past calendar event alone does not prove attendance.
For a held discussion, record whether the agreed question was addressed, any new constraint, the prospect's requested action and the new owner. A useful meeting may end in a justified close. A held meeting may also leave the original question unanswered.
HubSpot documents default activity properties, including general activity properties for each activity type and call properties such as call and meeting type and call outcome. Check what your own connected tools record before treating a field as evidence of an outcome.
Close the outstanding action
The receiving owner should give an actionable response: proceed with a named next step, request a specific missing fact, redirect, defer at the prospect's request or close with a reason. Record who will update the prospect and any date the prospect actually agreed to. An open CRM field alone does not authorise another follow-up.
If the meeting did not occur, establish whether a reschedule was requested, the enquiry should pause or the record should close. A cancellation does not show that the original handoff was poor. If a later technical check rules out the offer, retain both the reason for the original acceptance and the new reason for stopping.
Review unresolved accepted meetings until each has an owner and a recorded outcome. This is an individual follow-through check: does anyone still owe the prospect an answer or action?
