When Jenny, the marketing manager of a finance consulting company in Australia, first approached me, she was at her wit's end. "David," she said, "we've been using HubSpot for a year now, but I feel like we're only scratching the surface. I think we're only utilising 20% of the workflow features." As a Senior HubSpot Consultant and owner of Crocodile Marketing, I knew I could help. What Jenny needed was a structured approach to unlock the platform's full potential, and that’s where the HubSpot workflow templates came into play.
"Alright, Jenny, let's run a session to identify gaps and improve your processes," I suggested. We agreed on a three-week period to optimise her HubSpot setup using existing templates. With some guidance and hands-on work, we not only streamlined her workflows but also saw an increase in customer positive feedback over three months. This is the power of leveraging HubSpot workflow templates effectively.
Transitioning to Automation Mastery
The above story illustrates just how transformative HubSpot workflows can be when used efficiently. In this article, I'll walk you through some essential workflow templates and explain how each can be a game-changer for marketers like you. We'll relate each template back to the story of Jenny and provide practical examples to demonstrate their utility.
Essential HubSpot Workflow Templates
Get ready to supercharge your HubSpot workflows! Below is an energetic and comprehensive list of all the HubSpot workflow templates that are currently available. These templates are designed to streamline your processes, keep your team informed, and enhance your customer interactions.
Dive into the details of each workflow and discover how they can help you boost efficiency, improve customer satisfaction, and drive more conversions. From timely payment notifications to re-engagement emails for cold leads, these workflows are your secret weapon to a smooth and successful business operation. Let’s get started!
Tell Deal Owners When You Receive Payments
Purpose: Ensure your sales team is aware of all incoming payments so they can start onboarding customers immediately. This type of workflow guarantees that there is no delay between receiving a payment and initiating the onboarding process. It can significantly reduce customer waiting times and enhance the overall customer experience, thus improving customer satisfaction and retention rates.
Trigger: When a deal is associated with a payment link and payment status is "Succeeded".
Example: A software-as-a-service (SaaS) company deploys this workflow to notify the customer success team as soon as a client makes a payment. The immediate notification allows the team to start the onboarding process without delay, ensuring the client gets set up quickly and efficiently. This leads to higher customer satisfaction and quicker realisation of value from the service.
Tell Contact Owners When Leads Interact with Your Website
Purpose: Keep your leads warm by immediately notifying the team when a lead interacts with your website. This workflow ensures that no interested lead is ignored, and timely follow-ups are made. By being prompt in your responses, you can significantly increase the chances of conversion, maintaining the momentum of the lead’s interest in your offerings.
Trigger: A new lead fills out a form and views your website.
Example: A real estate agency uses this workflow to alert agents when potential buyers fill out a form indicating interest in a property and browse their listings. The immediate notification allows agents to reach out promptly, providing more information and scheduling viewings, thereby increasing the likelihood of a sale.
Send Re-engagement Email to Cold Leads
Purpose: Re-engage leads who have gone cold by sending them a series of compelling emails. This workflow is ideal for reigniting interest in your products or services among leads who have not interacted with your business in a while. It helps in keeping your brand top-of-mind and can recover leads that may otherwise be lost.
Trigger: A lead filled out a form and visited your website more than 90 days ago.
Example: An e-commerce business uses this workflow to send special discount offers and updates about new products to customers who have not visited their website in the past three months. This not only brings back old customers but also increases the chances of repeat purchases.
Email Website Visitors Based on Page Visited
Purpose: Send targeted emails to visitors based on the specific pages they visit. This workflow helps in delivering highly relevant content to potential customers, thus increasing engagement and conversion rates. It allows you to tailor your marketing messages to the interests and behaviours of your website visitors.
Trigger: Someone visits a specific page on your website.
Example: A travel agency uses this workflow to send promotional emails about holiday packages to visitors who checked the "Beach Destinations" page. This targeted approach ensures that the content is relevant to the visitor’s interest, increasing the chances of booking a holiday package.
Create and Assign Tasks When a New Deal is Created
Purpose: Automatically organise and inform your team by creating and assigning tasks for new deals. This workflow ensures that every new opportunity is managed systematically, reducing the risk of human error and ensuring that all tasks related to a new deal are completed in a timely manner.
Trigger: A deal's creation date is known.
Example: A B2B consulting firm uses this workflow to assign tasks to their team whenever a new client signs up for their services. Tasks include client onboarding, initial consultation scheduling, and the assignment of a dedicated account manager. This ensures a smooth and professional onboarding experience for new clients.
Remind Customers to Renew Their Subscriptions
Purpose: Manage renewals proactively by reminding customers of upcoming subscription payments. This workflow helps in maintaining a steady revenue stream by ensuring that customers are aware of their subscription status and renew in a timely manner. It also enhances customer satisfaction by providing proactive service.
Trigger: When a payment subscription ends in less than 30 days.
Example: A gym uses this workflow to remind members about their upcoming membership renewals. By sending timely reminders, the gym ensures continuous membership and reduces the likelihood of members forgetting to renew, thus maintaining consistent revenue.
Send an Email Series When a Form is Submitted
Purpose: Engage visitors with a thank you email and follow-up content after form submission. This workflow is crucial for nurturing new leads and building a relationship with them. By providing valuable content immediately after they show interest, you keep them engaged and guide them down the sales funnel.
Trigger: A lead who found your website through an online source fills out a form.
Example: An online education platform uses this workflow to send a series of emails to individuals who fill out a form to download a free eBook. The email series includes a thank-you message, additional resources, and information about related courses, thereby nurturing the lead and increasing the chances of enrolment.
Tell Deal Owners When You Receive Payments
Purpose: Ensure your sales team is aware of all incoming payments so they can start onboarding customers immediately. This type of workflow guarantees that there is no delay between receiving a payment and initiating the onboarding process. It can significantly reduce customer waiting times and enhance the overall customer experience, thus improving customer satisfaction and retention rates.
Trigger: When a deal is associated with a payment link and payment status is "Succeeded".
Example: A software-as-a-service (SaaS) company deploys this workflow to notify the customer success team as soon as a client makes a payment. The immediate notification allows the team to start the onboarding process without delay, ensuring the client gets set up quickly and efficiently. This leads to higher customer satisfaction and quicker realisation of value from the service.
Tell Contact Owners When Leads Interact with Your Website
Purpose: Keep your leads warm by immediately notifying the team when a lead interacts with your website. This workflow ensures that no interested lead is ignored, and timely follow-ups are made. By being prompt in your responses, you can significantly increase the chances of conversion, maintaining the momentum of the lead’s interest in your offerings.
Trigger: A new lead fills out a form and views your website.
Example: A real estate agency uses this workflow to alert agents when potential buyers fill out a form indicating interest in a property and browse their listings. The immediate notification allows agents to reach out promptly, providing more information and scheduling viewings, thereby increasing the likelihood of a sale.
Send Re-engagement Email to Cold Leads
Purpose: Re-engage leads who have gone cold by sending them a series of compelling emails. This workflow is ideal for reigniting interest in your products or services among leads who have not interacted with your business in a while. It helps in keeping your brand top-of-mind and can recover leads that may otherwise be lost.
Trigger: A lead filled out a form and visited your website more than 90 days ago.
Example: An e-commerce business uses this workflow to send special discount offers and updates about new products to customers who have not visited their website in the past three months. This not only brings back old customers but also increases the chances of repeat purchases.
Email Website Visitors Based on Page Visited
Purpose: Send targeted emails to visitors based on the specific pages they visit. This workflow helps in delivering highly relevant content to potential customers, thus increasing engagement and conversion rates. It allows you to tailor your marketing messages to the interests and behaviours of your website visitors.
Trigger: Someone visits a specific page on your website.
Example: A travel agency uses this workflow to send promotional emails about holiday packages to visitors who checked the "Beach Destinations" page. This targeted approach ensures that the content is relevant to the visitor’s interest, increasing the chances of booking a holiday package.
Create and Assign Tasks When a New Deal is Created
Purpose: Automatically organise and inform your team by creating and assigning tasks for new deals. This workflow ensures that every new opportunity is managed systematically, reducing the risk of human error and ensuring that all tasks related to a new deal are completed in a timely manner.
Trigger: A deal's creation date is known.
Example: A B2B consulting firm uses this workflow to assign tasks to their team whenever a new client signs up for their services. Tasks include client onboarding, initial consultation scheduling, and the assignment of a dedicated account manager. This ensures a smooth and professional onboarding experience for new clients.
Remind Customers to Renew Their Subscriptions
Purpose: Manage renewals proactively by reminding customers of upcoming subscription payments. This workflow helps in maintaining a steady revenue stream by ensuring that customers are aware of their subscription status and renew in a timely manner. It also enhances customer satisfaction by providing proactive service.
Trigger: When a payment subscription ends in less than 30 days.
Example: A gym uses this workflow to remind members about their upcoming membership renewals. By sending timely reminders, the gym ensures continuous membership and reduces the likelihood of members forgetting to renew, thus maintaining consistent revenue.
Send an Email Series When a Form is Submitted
Purpose: Engage visitors with a thank you email and follow-up content after form submission. This workflow is crucial for nurturing new leads and building a relationship with them. By providing valuable content immediately after they show interest, you keep them engaged and guide them down the sales funnel.
Trigger: A lead who found your website through an online source fills out a form.
Example: An online education platform uses this workflow to send a series of emails to individuals who fill out a form to download a free eBook. The email series includes a thank-you message, additional resources, and information about related courses, thereby nurturing the lead and increasing the chances of enrolment.
Assign New Web Leads to Contact Owners
Purpose: Automatically assign new web leads to a contact owner to keep the sales process fluid. This workflow ensures that no lead goes unattended and that each lead is promptly followed up by an assigned team member. It helps in maintaining a seamless sales process and increasing the efficiency of lead management.
Trigger: A lead who found your website through an offline source fills out a form.
Example: A marketing agency uses this workflow to automatically assign new leads to specific account managers based on the lead’s industry. This ensures that leads are quickly attended to by experts who understand their industry, improving the chances of conversion.
Onboard Customers After Successful Payment
Purpose: Kick off the onboarding process immediately after a successful payment. This workflow helps in ensuring a smooth transition from sales to service, making the customer feel valued and well taken care of right from the start. It enhances the customer experience and sets the stage for a successful relationship.
Trigger: When payment status is "Succeeded".
Example: A digital marketing firm uses this workflow to initiate their client onboarding process as soon as payment is received. This includes sending welcome emails, providing access to client portals, and scheduling initial meetings. This immediate action helps in building trust and ensuring client satisfaction.
Send Confirmation Email After Event Sign-up
Purpose: Build excitement and confirm registrations with a well-timed confirmation email. This workflow ensures that registrants receive immediate confirmation of their participation, which can increase their anticipation and likelihood of attending the event. It also provides an opportunity to share additional details and resources related to the event.
Trigger: Someone fills out a form on your website.
Example: A conference organiser uses this workflow to send confirmation emails to participants who sign up for workshops. The emails include event details, schedules, and preparation tips, ensuring that participants are well-informed and excited about the event.
Send Welcome Email to New Blog Subscribers
Purpose: Thank new blog subscribers with a welcome email. This workflow helps to set expectations about the type of content they will receive and serves as an opportunity to highlight some of your most popular posts. It’s an excellent way to make a strong first impression and engage your audience from the get-go.
Trigger: Someone fills out a form on your website.
Example: A tech blog uses this workflow to welcome new subscribers and introduce them to their top articles. This engagement retains subscribers and encourages them to visit the blog regularly.
Send Welcome Email to New Customers
Purpose: Welcome new contacts with a well-timed email. This workflow is essential for making customers feel valued and informed about what to expect next. It can include details about your services, contact information, and any immediate next steps, setting a positive tone for your business relationship.
Trigger: A contact's lifecycle stage is set to customer.
Example: An online course provider uses this workflow to send a welcome email to new students. It includes information about accessing the course material, support channels, and tips for getting started. This ensures students are well-prepared and motivated to begin their learning journey.
Send 4-email Drip Campaign to Customers
Purpose: Gain critical insights from your customers with a survey. Consider sending a Net Promoter Score survey or a customer satisfaction survey. This workflow can be used to gather feedback, understand customer sentiment, and improve your products or services based on the insights received.
Trigger: A contact's lifecycle stage is set to customer.
Example: A subscription box service uses this workflow to send a series of emails to new customers, including a welcome email, a survey request, and information about upcoming boxes. This keeps customers engaged and provides valuable feedback to improve the service.
Email Customers on an Anniversary
Purpose: Strengthen customer relationships by recognising milestones. An anniversary email allows you to thank customers for their loyalty, offer special discounts, or simply show appreciation. This gesture can increase customer retention and foster a sense of belonging.
Trigger: A contact became a customer exactly one year ago.
Example: A SaaS company uses this workflow to send anniversary emails with a special discount code to customers who have been using their software for a year. This not only shows appreciation but also encourages continued use of their service.
Update Company Properties Based on Defined Criteria
Purpose: Use detailed customer data to create targeted strategies. This workflow helps you automate actions based on specific criteria like annual revenue, industry, or region. It ensures that your marketing efforts are highly relevant and efficient.
Trigger: A company matches specific revenue, region, and industry criteria (you can edit these properties).
Example: A B2B software provider uses this workflow to classify companies into different segments based on their size and industry. This segmentation allows for tailored marketing campaigns, increasing the relevance and effectiveness of outreach efforts.
Set Product Plan on Contacts Associated with Payments
Purpose: Segment and market to contacts based on the product plan or type they bought. This workflow ensures that your marketing and sales efforts are aligned with the specific needs and preferences of your customers, driving targeted revenue growth.
Trigger: Payment status is “Succeeded”.
Example: A telecom company uses this workflow to categorise customers based on their chosen service plan. This allows the company to send targeted communications and offers, enhancing customer satisfaction and upselling opportunities.
Send Email to Churned Member
Purpose: Re-engage members who have not accessed your private content recently. A "we miss you" email can be the first step in winning back inactive members and increasing their engagement with your content or services.
Trigger: Member has not accessed private content in 30 days.
Example: An online community platform uses this workflow to send re-engagement emails to members who haven’t logged in for a month. These emails might highlight new content, upcoming events, or special offers to encourage members to return.
Send Welcome Email After First Login
Purpose: Create a strong first impression and drive member engagement with a welcome or onboarding email. This workflow helps to ensure that new members feel welcome and know how to get the most out of their membership or subscription.
Trigger: First login.
Example: A health and fitness app uses this workflow to send a welcome email to new users after their first login, providing tips on how to use the app and links to popular features. This helps users get started quickly and maximises their engagement with the app.
Send Welcome Email to Newly Registered Member
Purpose: Create a strong first impression and drive member engagement with a welcome or onboarding email. This workflow ensures that new members receive immediate acknowledgment and guidance, helping them feel more connected to your community.
Trigger: Member registration.
Example: A professional networking site uses this workflow to send a welcome email to new members, including tips on setting up their profile, networking best practices, and upcoming events. This onboarding process helps members integrate quickly and efficiently.
Tell Team Members When a Form is Submitted
Purpose: Always be prepared for your next meeting with an automated notification. This workflow ensures that team members are informed immediately when a form is submitted, allowing them to respond quickly and effectively.
Trigger: A website form is submitted.
Example: A consultancy firm uses this workflow to notify the relevant team when a potential client submits an inquiry form. Quick response times can significantly improve the chances of converting inquiries into clients.
Create Tasks Based on Ticket Source
Purpose: Reduce manual effort for teams by creating tasks automatically for tickets from a specific source. This workflow helps in prioritising and managing support tickets efficiently, ensuring that customer issues are addressed promptly.
Trigger: When a ticket is created in the Support Pipeline from a known source.
Example: An IT support company uses this workflow to create follow-up tasks for tickets that originate from live chat. By automating task creation, the company ensures that no support request goes unnoticed, improving response times and customer satisfaction.
Capitalise Contacts' First and Last Names
Purpose: Ensure clean and professional communication by automatically capitalising the first letter of contacts' first and last names. This workflow maintains data hygiene and ensures consistency in your communications.
Trigger: A contact's first and last name are known.
Example: A marketing automation platform uses this workflow to format all new contact names correctly, ensuring that emails and other communications appear professional and personalised.
Remove Special Characters from a Phone Number
Purpose: Keep phone numbers clean and consistent. This workflow is particularly useful when integrating phone number data with other tools. It ensures that phone number formats are standardised, making them easier to use in different applications.
Trigger: WHEN a contact's phone number is known and includes special characters (dashes, parentheses).
Example: A call centre uses this workflow to standardise phone numbers, making it easier to dial automatically and reducing the risk of errors. This improves the efficiency and accuracy of outbound call campaigns.
Merge Duplicate Contacts That Share the Same Phone Number
Purpose: Keep your CRM data clean by deduplicating and merging contact records based on unique properties like phone numbers. This workflow helps in maintaining accurate and up-to-date contact information, essential for effective communication and reporting.
Trigger: A contact's phone number is known.
Example: A customer service department uses this workflow to merge duplicate records that share the same phone number. This ensures that their CRM system has a single, accurate record for each customer, improving customer service and data integrity.
Assign Contacts to an Owner Based on Their U.S. Region
Purpose: Automatically segment and assign contacts to the most suitable HubSpot user based on their assigned U.S. region. This workflow ensures that contacts are managed by team members who are familiar with their region, improving the relevance and quality of customer interactions.
Trigger: A contact's postal code is known.
Example: A national sales team uses this workflow to assign leads to regional sales representatives based on postal codes. This ensures that leads receive personalised attention from representatives who understand their local market, increasing the likelihood of conversion.
Tell Ticket Owners When an SLA is Due Soon
Purpose: Help your team prioritise tickets that have service-level agreements (SLAs) coming due. This workflow notifies the ticket owner when a ticket is due soon, ensuring that SLAs are met and customer satisfaction is maintained.
Trigger: The team's ticket SLA is due soon.
Example: An IT services company uses this workflow to notify support agents when an SLA is about to expire, ensuring timely resolution of issues and compliance with service agreements. This improves the company's reputation and customer satisfaction.
Set Priority on Tickets
Purpose: Help your team prioritise tickets by automatically setting ticket priority based on specific criteria. This workflow ensures that urgent issues are addressed first, improving response times and customer satisfaction.
Trigger: A ticket is associated with a contact and doesn't have a priority.
Example: A software support team uses this workflow to automatically assign high priority to tickets from key clients or those with severe issues. This ensures critical problems are resolved quickly, maintaining high levels of customer satisfaction.
Assign Tickets to an Owner
Purpose: Make sure your customers are being taken care of by automatically assigning new tickets to users or teams. This workflow ensures that every ticket is promptly assigned and handled, reducing response times and improving customer service.
Trigger: A ticket was created and doesn't have an assigned owner.
Example: A customer service team uses this workflow to rotate new tickets among available agents, ensuring balanced workloads and prompt responses. This improves overall service efficiency and customer satisfaction.
Conclusion
Understanding and leveraging HubSpot's workflow templates can revolutionise your marketing efforts. Whether it's automating notifications, re-engaging cold leads, or streamlining onboarding, these workflows can save you time and improve productivity. HubSpot’s workflow templates offer a powerful toolkit to streamline operations and enhance customer interactions.
For marketers looking to maximise the potential of HubSpot, these templates offer a powerful toolkit to streamline operations and enhance customer interactions. Don't miss out on the opportunity to elevate your marketing game—download our HubSpot Integration guide to save time and skyrocket your business growth here.
