Why HubSpot Workflows Matter
HubSpot Workflows are one of the most powerful and intimidating tools inside the HubSpot platform. Think of workflows as automated chains of actions: they can send emails, update contact properties, assign deals, and much more. However, if you configure them incorrectly, they can cause serious disruptions to your entire CRM and marketing operations.
While workflows open endless opportunities, they also come with significant risks. Setting up a faulty automation can create data chaos, annoy your leads, or even damage your brand’s reputation.
In this guide, I’ll walk through everything you need to know to build, manage, and optimize your HubSpot Workflows, safely and smartly.
What Exactly Are HubSpot Workflows?
At their core, HubSpot Workflows are automations tied to a specific object in your CRM — like contacts, companies, deals, tickets, or calls.
You create a workflow for a chosen object type, and when certain conditions are met, records of that object get enrolled automatically. The system then carries out a sequence of actions you’ve set, which could be anything from sending an email to updating a property or even deleting a record.
Important: Before building a workflow, you must clearly define:
-
Which records will be enrolled
-
Which actions will occur
-
What conditions will cause entry, exit, or re-entry into the workflow
Without a clear understanding of these elements, your workflow could backfire.
Common Misconceptions
Many people think HubSpot Workflows are mainly for sending emails. Wrong! Email automation typically accounts for only 10% of what workflows can do. Most real-world use cases involve:
-
Automating operational processes
-
Managing and cleaning CRM data
-
Assigning deals to sales reps
-
Streamlining customer journey transitions
Starting a New HubSpot Workflow
Starting a workflow is simple — but it’s where mistakes often happen.
Here’s how to set it up properly:
| Step | Action |
|---|---|
| 1 | Navigate to Workflows and click Create Workflow from Scratch |
| 2 | Choose the correct object type (contact, company, deal, etc.) |
| 3 | Name your workflow clearly to avoid confusion later |
| 4 | Save your workflow and move to defining your environment rules |
Pro Tip: Always give your workflow a detailed and specific name! Unnamed workflows are a nightmare to manage later, especially once they’re live and affecting real customer data.
Understanding Environment Rules in HubSpot Workflows
Environment rules determine:
-
Enrollment: What makes a record enter the workflow
-
Unenrollment: What makes a record leave the workflow
-
Re-enrollment: Whether a record can enter the workflow multiple times
Let’s break down each one carefully.
Enrollment Triggers
You can enroll contacts into workflows based on:
-
Events (e.g., a form submission)
-
Schedules (e.g., every day at 8 AM)
-
Filters (e.g., all leads from France created more than one day ago)
| Type | Example |
|---|---|
| Event-Based | User fills out a demo request form |
| Schedule-Based | Daily drip email at 8:00 AM |
| Filter-Based | Leads from “France” created more than one day ago |
Best Practice: Always narrow your enrollment criteria to avoid pulling in unwanted contacts. Layer conditions like geography, lifecycle stage, or behavior to tighten control.
Unenrollment Triggers
You may not want certain contacts to continue in a workflow if:
-
They meet new criteria (e.g., become customers)
-
They belong to exclusion lists (e.g., communication preferences)
Example:
“If a contact becomes a Customer, immediately unenroll them from the lead nurturing workflow.”
This avoids sending irrelevant messages and helps maintain a clean user experience.
Re-enrollment Settings
You decide whether a contact can enter a workflow more than once.
Use re-enrollment when:
-
A recurring action happens (e.g., subscription renewals)
-
A contact fills out a form multiple times
Otherwise, you risk looping the same people through automation they’ve already completed — which can lead to frustration and data redundancy.
Building the Automation Path in HubSpot Workflows
Once you’ve locked down the Environment Rules, it’s time to build the Automation Path — the heart of your HubSpot Workflow. This is where you decide what happens once a contact (or company, deal, ticket, etc.) gets enrolled.
Key Automation Actions You Can Use
HubSpot gives you several types of actions you can stack together to create a dynamic automation journey. Let’s break them down:
1. Delays
Delays help control the timing of each step in your workflow. Instead of triggering all actions instantly, you can pause contacts based on:
-
A specific date (e.g., wait until March 21, 2025)
-
A date property (e.g., 3 days after their “Next Meeting Date”)
-
A specific event (e.g., wait until a form is submitted)
-
A set amount of time (e.g., wait 5 minutes, 1 day, or 1 week)
-
A day of the week (e.g., send a Monday morning email)
-
A specific time of day (e.g., 9:00 AM local time)
Why use delays?
They keep your workflows human-paced and prevent overwhelming contacts with back-to-back actions.
Example: After filling a form, wait 1 day before sending the welcome email. Gives the experience a natural rhythm.
2. Branches
Branches allow you to split contacts into different paths based on conditions. Think of it like a “Choose Your Own Adventure” book.
HubSpot offers three types of branches:
| Type | Description | Use Case Example |
|---|---|---|
| Random Distribution | Randomly splits contacts by % | A/B testing email subject lines |
| Property-Based Branch | Splits based on a property value | LifeCycle Stage: Subscriber vs. Lead vs. MQL |
| If/Then Logic Branch | Fully customized conditions | City = Paris → Send French email |
Pro Tip: HubSpot checks branches sequentially, top to bottom. Once a record matches a branch, it doesn’t check the rest. This order matters when contacts meet multiple criteria!
| Branch Name | Condition |
|---|---|
| Paris Leads | City = Paris |
| Lyon Leads | City = Lyon |
| Other French Cities | Everything else |
3. Go To Actions
Go To Actions are shortcuts inside workflows:
-
Go to another action (jump forward within the workflow)
-
Go to another workflow (start a different automation)
Warning: HubSpot doesn’t allow backward jumps (no infinite loops!). If you need looping logic, it requires advanced setup — and caution.
Use Case:
If a lead from Lyon should skip a wait step and immediately trigger an internal notification, use a Go To Action to fast-track them.
Automation Path Summary Diagram
Here’s a simplified flowchart you can use for quick reference:
Enrollment —> Delay —> Branch —> Action —> Go To Action ➔ Next Action
Practical Example of an Automation Path
Let’s say you want to create an automation for French leads:
-
Enrollment Trigger:
-
Country = France
-
Created more than 1 day ago
-
-
Delay:
-
Wait 1 day after enrollment
-
-
Branch:
-
Paris → Create Deal and Send Welcome Email
-
Lyon → Directly Send Welcome Email (skip Deal creation)
-
Other Cities → Assign to Nurture Workflow
-
-
Go To Actions:
-
Lyon contacts skip delay and move directly to notification
-
-
Final Actions:
-
Set Lifecycle Stage to MQL
-
Notify Sales Team
-
Result: Smooth, personalized experiences based on user location — without you manually intervening.
Helpful Resources:
-
Learn more about HubSpot Branches
Automating CRM Actions in HubSpot Workflows
HubSpot Workflows aren’t just about messaging contacts — they can transform your CRM itself.
From updating lead properties to automatically creating deals and tasks, CRM Actions are a hidden powerhouse inside HubSpot automation.
Let’s walk through everything you can do.
Why CRM Actions Matter
CRM Actions allow you to:
-
Clean and organize your database without manual work
-
Automate sales pipeline management
-
Ensure consistent data across contacts, companies, deals, and tickets
-
Eliminate repetitive administrative tasks for your teams
Bottom Line:
CRM Actions make your workflows “smart” – they don’t just communicate, they act.
Major CRM Actions in HubSpot Workflows
| Action | Description | Practical Example |
|---|---|---|
| Create Record | Automatically create Deals, Companies, Tickets, Tasks | Create a Deal when a new MQL is identified |
| Edit Record | Update property values on Contacts, Deals, Companies | Set Lifecycle Stage to MQL after demo request |
| Delete Record | Remove unwanted records from the CRM | Auto-delete junk leads from fake emails |
| Create Association | Link Contacts to Deals, Companies, or Tickets | Associate a new contact with an existing company |
| Apply Association Label | Mark the relationship between records | Tag a contact as “Primary Decision Maker” for a company |
| Create Note | Log a note on a record automatically | Add “Signed up at event” note after form submission |
| Create Task | Assign follow-up actions to team members | “Call new lead within 24 hours” |
| Copy Property Value | Copy values between objects | Copy “Company Size” from company to contact record |
| Manage Communication Subscriptions | Opt-in or opt-out contacts from email types | Update subscription status after a user unsubscribes |
Example: Automating a Sales Opportunity Creation
Suppose a lead fills out a meeting form and you want to create a new Deal automatically.
Here’s how you would set it up:
-
Trigger:
-
Form Submission = “Book a Meeting”
-
-
Action:
-
Create a new Deal associated with the Contact
-
Deal Name = “[First Name] [Last Name] Meeting Opportunity”
-
Assign it to the same owner as the Contact
-
Place it in the “Qualified to Buy” pipeline stage
-
-
Follow-Up Action:
-
Create a Task for the assigned sales rep: “Prepare for meeting”
-
-
Optional:
-
Update the Contact’s Lifecycle Stage to “Sales Qualified Lead (SQL)”
-
Result:
Zero manual data entry. Your CRM automatically creates a deal, alerts the rep, and updates the lead’s stage, within seconds.
How to Edit Properties Automatically
One of the most-used CRM actions is editing a property based on workflow events.
Example:
If a lead is from Paris and fills a key form, automatically set their Lifecycle Stage to Marketing Qualified Lead (MQL).
Steps:
-
Click Edit Record action
-
Choose Contact (or Company/Deal if needed)
-
Select the property (e.g., Lifecycle Stage)
-
Set it to MQL
This ensures your lead segmentation stays accurate — without someone manually checking every record.
Important Notes on Deleting Records
Deleting contacts using workflows is possible — but dangerous.
You should only delete leads if:
-
You’re absolutely sure they are junk
-
You’re confident no future data from them is needed
-
You have permission under your data retention policy
Pro Tip:
It’s safer to disqualify leads (using a property like “Lead Status = Disqualified”) than to outright delete them.
CRM Actions Summary Table
| Action | Risk Level | Common Use |
|---|---|---|
| Create Deal/Task | Low | Automate sales pipeline |
| Edit Properties | Low | Update lead statuses |
| Delete Record | High | Extreme junk cleanup |
| Create Associations | Low | Link related objects |
| Copy Property Values | Medium | Maintain data integrity |
| Apply Association Labels | Low | Advanced CRM relationships |
| Create Notes | Low | Record important milestones |
CRM Actions Flow
Enrollment —> CRM Action: Create/Update/Delete —> Notify Team —> Continue Automation
Communication Actions in HubSpot Workflows
Once you’ve handled the CRM side, updating properties, creating records, and organizing data, it’s time to focus on communication. After all, workflows aren’t just about backend processes; they’re about keeping your leads, customers, and teams informed and engaged at the right moment.
HubSpot’s Communication Actions allow you to automate various types of messaging both internally (to your team) and externally (to your contacts).
Categories of Communication Actions
| Action Type | Purpose | Example |
|---|---|---|
| Send Email | Deliver marketing emails to contacts | Welcome emails, drip campaigns |
| Send Internal Email Notification | Alert your internal team members | Notify a sales rep of a new lead |
| Send In-App Notification | Show notifications inside HubSpot to users | “New MQL Created” alert |
| Enroll in Sequence | Add contacts to a pre-built sequence of emails/tasks | Automated sales follow-up |
| Send WhatsApp Message | Message leads directly through WhatsApp | Appointment reminders (advanced setup) |
| Unenroll from Sequence | Remove a contact from a sales sequence | After they book a meeting |
1. Sending Emails with Workflows
This is the action most people think of first.
To send an email through a workflow:
-
Create the email beforehand under Marketing > Email.
-
Use “Send Email” action inside the workflow.
-
Choose your pre-built email from the list.
-
Save and map it within the flow.
Also, the contact must be opted-in to the correct Subscription Type (e.g., Marketing Information) to legally and technically receive the email.
2. Managing Marketing Contact Status Automatically
If a lead isn’t a marketing contact yet, you can fix that within the workflow.
Use the action:
-
Set Marketing Contact Status → Marketing Contact
This flips the toggle in HubSpot to “marketing contact” status without manual work.
Caution: HubSpot charges based on the number of marketing contacts, so automate this carefully!
3. Managing Subscription Preferences
Contacts also need to be enrolled in a Communication Subscription Type that matches your email content.
You can automate subscription preferences via the Manage Communication Subscriptions action.
Example:
-
Opt leads into the “Product Updates” list if they signed up for product news.
Best Practice:
Always get explicit consent on forms rather than doing it sneakily in workflows to stay GDPR-compliant.
4. Internal Notifications
Keeping your team in the loop matters just as much as communicating with leads.
You can:
-
Send Internal Email Notifications (land in the user’s inbox)
-
Send In-App Notifications (appear inside HubSpot platform)
Examples:
-
Notify a sales manager instantly when a lead becomes an SQL.
-
Ping the customer success team when a ticket is escalated.
“The faster you respond to a new lead, the higher your conversion rate.”
By using internal notifications, you help your team react quickly and close deals faster.
5. Enrolling and Unenrolling from Sequences
For sales-focused workflows, you can:
-
Enroll a contact into a sequence (a series of personalized emails and tasks)
-
Unenroll them once a certain action occurs (like booking a meeting)
This is a huge time-saver for sales reps who would otherwise have to manually manage sequences.
Note:
Sequences are available in Sales Hub Professional and Enterprise tiers only.
Learn more about HubSpot Sequences.
Communication Actions Cheat Sheet
| Action | Best For | Notes |
|---|---|---|
| Send Email | Nurturing contacts, promotions | Must be a Marketing Contact |
| Internal Email Notification | Sales/Service alerts | Instant team communication |
| In-App Notification | Internal CRM updates | Great for quick alerts |
| Enroll in Sequence | Automated sales outreach | For advanced sales ops |
| Send WhatsApp Message | Conversational marketing | Requires setup via integrations |
| Manage Subscriptions | Legal email opt-in management | Important for GDPR/CCPA compliance |
Communication Flow in Workflows
Helpful Resources:
Quick Case Study: The Power of Communication Automation
Company: SaaS Startup
Problem: New leads weren’t being followed up promptly after downloading whitepapers.
Solution: Automated workflow sent a welcome email within 5 minutes, assigned a follow-up task to the SDR, and sent an internal Slack notification. Result: Lead response time improved by 68%, and SQL conversions increased by 21% over two months.
Lesson:
The faster and more consistently you engage, the better your chances of turning a prospect into a customer!
Testing, Publishing, and Monitoring HubSpot Workflows
You’ve built your workflow. Awesome!
But before you unleash it into the wild, you must properly test and review it.
Even a tiny mistake can cause major disruptions in your CRM, annoy your leads, or worse, damage your brand’s credibility.
This section will guide you through testing workflows, publishing safely, and monitoring their performance post-launch.
1. Testing Your Workflow
Testing is crucial to ensure that:
-
Enrollment criteria work as expected
-
Actions trigger properly
-
Branches split correctly
-
Emails, notifications, and tasks fire at the right time
How to Test:
| Step | Action |
|---|---|
| 1 | Click on the Test button inside the workflow editor |
| 2 | Select a test record (contact, company, deal, etc.) |
| 3 | Run the workflow in simulation mode |
| 4 | Watch the path light up green as each action is triggered |
| 5 | Adjust if paths break, records get stuck, or steps don’t behave as expected |
Best Practice:
Use real (but safe) test records, not dummy data, whenever possible.
You want to mirror real-world behavior, including property values and subscription statuses.
Example:
Test with a lead who is a marketing contact and another who is not – check how both behave when hitting a “Send Email” action.
2. Reviewing Before Publishing
Before you hit “Publish”, HubSpot gives you a Review Checklist.
You’ll see:
-
Enrollment Rules: Who gets enrolled and why
-
Unenrollment Rules: Who gets kicked out and when
-
Re-enrollment Settings: Whether re-entry is allowed
-
Timing Settings: Days/times the workflow is active
-
Connected Assets: Emails, lists, properties touched
-
Potential Errors: Missing or invalid actions (e.g., missing email body in notification)
Pro Tip:
Fix every issue HubSpot flags before you publish.
One small overlooked error can derail your automation.
3. Choosing Retroactive Enrollment
When you publish, HubSpot will ask:
“Should existing records that match the enrollment trigger be enrolled immediately?”
You have two choices:
| Option | What Happens | Best Use Case |
|---|---|---|
| Yes (Retroactive) | Existing records that match will be enrolled right away | Nurture campaigns, updating existing contacts |
| No (Forward-Only) | Only new matching records will enter | New lead automation, time-sensitive campaigns |
Rule of Thumb:
If your workflow is operational (e.g., lead routing, lifecycle updates), retroactive enrollment usually makes sense.
If your workflow is campaign-driven (e.g., a limited-time email series), forward-only enrollment is safer.
4. Publishing Your Workflow
After review:
-
Click Publish
-
Confirm your settings
-
Celebrate! (but stay alert!)
Remember, workflows go live immediately unless you set a start date/time.
5. Monitoring Workflow Performance
Once published, don’t walk away!
Ongoing monitoring is key to spotting issues before they snowball.
Key Metrics to Watch:
| Metric | Why It Matters |
|---|---|
| Enrollment Volume | Are too many or too few records entering? |
| Email Open/Click Rates | Are your messages getting engagement? |
| Completion Rates | Are contacts finishing the workflow or dropping off early? |
| Error Notifications | Are there action failures (e.g., missing marketing status)? |
| Branch Split Performance | Are branches balancing properly? Any surprises? |
You can find this data under:
-
Workflows > Performance Tab (per workflow)
-
Emails > Analyze (for email-specific metrics)
Helpful Tip:
Set up internal notifications inside the workflow to alert you if errors occur.
(E.g., if an enrollment fails or if more than X contacts get stuck.)
Workflow Launch Flow
Build Workflow —> Test Simulation —> Review Settings —> Choose Retroactivity —> Publish —> Monitor Metrics
Common Publishing Mistakes to Avoid
| Mistake | Why It’s Bad | Solution |
|---|---|---|
| Publishing without testing | Leads to bugs going live | Always simulate first |
| Ignoring subscription status for emails | Emails will fail to send | Check marketing status |
| Not planning retroactivity carefully | Can flood users with old data | Review use case carefully |
| No error monitoring | Problems go unnoticed | Set notifications |
Helpful Resources:
Quick Case Study: A Workflow Testing Disaster (and How to Avoid It)
Company: eCommerce Brand
Problem: They launched a “win-back” workflow without testing.
Mistake: Retroactively enrolled 30,000 old customers… but forgot to update unsubscribe statuses.
Result: Thousands of spam complaints. HubSpot froze their email sending for 2 weeks.
Lesson: Always test workflows fully. Always check subscription statuses. Always plan retroactivity.
Advanced HubSpot Workflow Strategies
Now that you’ve mastered the basics – building, testing, and publishing workflows. It’s time to level up.
Advanced workflows in HubSpot aren’t just “nice-to-have” extras; they’re what separate basic CRM setups from high-performing, revenue-driving engines.
In this section, I’ll cover advanced workflow strategies you can use to:
-
Nurture leads automatically
-
Streamline sales operations
-
Score leads intelligently
-
Manage customer lifecycles
-
Reduce manual busywork dramatically
Let’s dig into the real magic.
1. Lead Nurturing Sequences
Lead nurturing is the process of building relationships with prospects at every stage of the buyer journey — and workflows are perfect for it.
How to Set It Up:
| Step | Action |
|---|---|
| 1 | Enroll new leads based on form submissions, lead magnet downloads, or list membership |
| 2 | Send a series of value-driven emails spaced by delays (e.g., 3 days, 7 days, 14 days) |
| 3 | Branch based on engagement (opened email, clicked link) |
| 4 | Push hot leads to sales if they engage heavily |
Lead Nurture Email Example Timeline
| Day | Action |
|---|---|
| 0 | Welcome email + valuable resource |
| 3 | Problem awareness email (identify pain points) |
| 7 | Solution introduction email |
| 14 | Case study or testimonial |
| 21 | Soft CTA (e.g., Book a Demo) |
Pro Tip:
Use behavior-based branching.
If a lead opens multiple emails or clicks CTA links, fast-track them to Sales using a Go To Action.
2. Sales Enablement Automation
Imagine a sales team that never forgets to follow up – because workflows handle it all.
Key Sales Enablement Actions:
| Action | Purpose |
|---|---|
| Create Deals automatically | When a lead reaches SQL stage |
| Assign Owners | Round-robin distribute leads to reps |
| Create Tasks | “Follow up within 24 hours” reminders |
| Send Internal Alerts | Notify reps of hot prospects |
| Change Lead Status | Automatically mark leads as contacted |
Example: Automatic Sales Task Workflow
-
Lead fills out a consultation form
-
Create Deal in “Consultation Requested” stage
-
Assign rep based on availability
-
Create Task: “Call and qualify lead”
-
Notify rep with in-app and email notification
Impact: Faster response = higher conversion rates. According to Harvard Business Review, companies that respond within an hour are 7x more likely to qualify leads.
3. Lead Scoring Automation
Lead scoring manually? Forget it.
Let workflows dynamically score leads based on behavior and demographics.
Sample Scoring Triggers:
| Behavior | Points Added |
|---|---|
| Fills out demo request form | +25 |
| Visits pricing page | +10 |
| Opens 3+ emails | +15 |
| Downloads whitepaper | +20 |
| Job Title contains “Director” or “VP” | +30 |
Example: Workflow to Automate Lead Scoring
-
Contact fills out a form → Add +20 points
-
Visits Pricing Page → Add +10 points
-
If Lead Score > 70 → Mark as Marketing Qualified Lead (MQL)
Tool Tip:
Use HubSpot’s Lead Scoring feature along with workflows for maximum flexibility.
4. Customer Lifecycle Management
Workflows aren’t just for prospects — they’re vital for managing your customers too.
Lifecycle Management Workflows:
| Stage | Workflow Action |
|---|---|
| Onboarding | Trigger welcome series, assign CS rep |
| Post-Purchase | Collect feedback via surveys |
| Upsell/Cross-sell | Promote complementary products |
| Renewal Reminders | Notify customers 30 days before renewal |
| Customer Win-Back | Re-engage churned users |
Example:
When a customer’s subscription is nearing its end date, automatically send them:
-
Reminder emails 30 days before expiry
-
A final reminder 7 days before
-
A follow-up task for the CSM if not renewed
5. Data Hygiene and Database Management
Your CRM is only as good as your data.
Use workflows to automatically clean up, update, and standardize your database.
Useful Data Management Workflows:
-
Delete or disqualify leads with invalid email addresses
-
Standardize property values (e.g., title casing cities)
-
Reassign orphaned leads without owners
-
Update missing fields (e.g., if “Industry” is blank, trigger alert)
Advanced Workflow Strategies Summary Table
| Strategy | Goal | Best Practice |
|---|---|---|
| Lead Nurturing | Build relationships over time | Personalized, spaced-out emails |
| Sales Enablement | Accelerate pipeline movement | Automated tasks + notifications |
| Lead Scoring | Prioritize hot leads | Behavioral and demographic scoring |
| Lifecycle Management | Retain and upsell customers | Renewal and upsell workflows |
| Data Management | Keep CRM clean | Auto-correct errors, update fields |
Advanced Workflow Map
Lead Capture —> Lead Nurturing —> Lead Scoring —> Sales Enablement —> Customer Onboarding —> Customer Retention —> Upselling —> Data Hygiene
Helpful Resources:
Quick Case Study: High-Performing Workflow in Action
Company: B2B SaaS Platform
Challenge: Poor follow-up rates and low lead qualification speed
Solution: Built a full-funnel automation including lead nurturing, scoring, and sales task creation
Results:
35% faster lead response time
18% increase in SQLs
27% higher close rates over 6 months
Smart workflows multiply the effectiveness of both Marketing and Sales teams without scaling headcount.
Mastering HubSpot Workflows
If you’ve followed this entire guide, you now have the full blueprint to build, optimize, and expand your HubSpot Workflows intelligently.
Remember:
-
Start simple but plan for complexity.
-
Test rigorously before publishing.
-
Monitor constantly after launching.
-
Automate thoughtfully to empower teams, not replace them.
With well-designed workflows, HubSpot becomes not just a CRM — but a true growth engine for your business.
Bonus: Ready-to-Use HubSpot Workflow Templates
If you’re ready to fast-track your success, here’s a curated list of proven HubSpot Workflow templates you can customize and deploy immediately.
These templates are designed for real-world use cases, saving you hours of setup time while maximizing impact.
1. New Lead Welcome Sequence
Goal: Warm up new leads and set expectations.
Template Steps:
-
Trigger: Lead fills out a form (e.g., “Contact Us” or “Download eBook”)
-
Delay: Wait 1 minute
-
Action: Send “Welcome” email
-
Delay: Wait 3 days
-
Action: Send educational resource or blog link
-
Delay: Wait 7 days
-
Action: Soft CTA email (invite to webinar/demo)
2. MQL to SQL Qualification Workflow
Goal: Move hot leads faster to Sales.
Template Steps:
-
Trigger: Lifecycle Stage = Marketing Qualified Lead (MQL)
-
Action: Create a Deal in Sales Pipeline
-
Action: Assign a Sales Rep (round-robin)
-
Action: Create a Task: “Call Lead Within 24 Hours”
-
Action: Notify assigned Sales Rep via internal email
3. Customer Onboarding Workflow
Goal: Create a seamless post-sale experience.
Template Steps:
-
Trigger: Deal Stage = “Closed Won”
-
Action: Send “Welcome to [Your Company]” email
-
Action: Assign CSM (Customer Success Manager)
-
Action: Create Onboarding Task for CSM
-
Delay: Wait 7 days
-
Action: Send onboarding survey email
4. Win-Back Lost Customers
Goal: Re-engage customers who churned.
Template Steps:
-
Trigger: Lifecycle Stage = Churned Customer
-
Delay: Wait 30 days after churn
-
Action: Send “We Miss You” special offer email
-
Delay: Wait 7 days
-
Branch:
-
If opened email → Send personalized discount email
-
If no open → Send feedback request email
-
5. Re-Engagement Campaign for Inactive Leads
Goal: Wake up cold contacts.
Template Steps:
-
Trigger: Contact hasn’t opened an email or visited site in 90+ days
-
Action: Send “Still Interested?” re-engagement email
-
Delay: Wait 5 days
-
Branch:
-
If opened → Move to active nurturing
-
If not opened → Mark Lead Status = Inactive
-
Quick Access to HubSpot Template Libraries
Here are some official and community resources to find even more templates:
HubSpot Workflow Templates Summary
| Workflow Name | Goal | Key Actions | Best Time to Use |
|---|---|---|---|
| New Lead Welcome Sequence | Warm up new leads and set expectations | Send welcome series of emails after lead form | Immediately after form submission |
| MQL to SQL Qualification Workflow | Move hot leads faster to Sales | Create deal, assign rep, create task, notify sales | When a lead qualifies as MQL |
| Customer Onboarding Workflow | Create a seamless post-sale experience | Send welcome email, assign CSM, survey feedback | After a deal is marked Closed-Won |
| Win-Back Lost Customers | Re-engage customers who churned | Send special offer, follow-up with discount or feedback | 30 days after customer churns |
| Re-Engagement Campaign for Inactive Leads | Wake up cold contacts and clean CRM | Send re-engagement email, branch by engagement | After 90+ days of lead inactivity |
Best Use Tip:
Pair these workflows with lead scoring models and personalized content to make your automation even more powerful!
