HubSpot workflows for SMS and WhatsApp

25 specs1 free25 Professional

25 written specs for sending SMS and WhatsApp messages from HubSpot workflows, with the consent, the guards and the counters around each send. Use them when reminders still go out by email only, or when someone texts customers from a personal phone.

More about sMS and WhatsApp in HubSpot

First in line: an appointment reminder by SMS the day before a meeting, a speed-to-lead text after a high-intent form, and consent capture for SMS and for WhatsApp. Then confirmations, quote nudges and renewal reminders. After that, the guards: phone number hygiene, quiet hours by time zone, a frequency cap, the marketing contact status around a send, and a counter against the monthly WhatsApp template limit.

Two limits named in the free spec. HubSpot's own Marketing SMS only reaches US numbers and needs a paid add-on, so another spec covers sending through an installed app for every other country. And quiet hours are on by default for every SMS, workflows included, so a reminder set for 08:00 can fall inside the quiet window.

22 of the 25 start from a contact, the rest from a ticket or a deal. All 25 need Professional.

Free Appointment reminder by SMS 24 hours before a booked meeting, opted-in contacts only Contact10 steps A contact with a booked meeting gets one SMS reminder the day before, only if they opted in to SMS, and everyone else gets the same reminder by email. Read it in full

All 25 sMS and WhatsApp specs

Most requested first. Professional tier unless marked.

Appointment reminder by SMS 24 hours before a booked meeting, opted-in contacts onlyContact10 stepsFree Speed-to-lead SMS within five minutes of a high-intent form, with email fallback when not opted inContact10 steps Capture SMS consent from a form checkbox into the SMS subscription type with a legal basisContact8 steps Capture WhatsApp opt-in and log verifiable consent before any template is sentContact11 steps Order or contract confirmation by WhatsApp template when a deal is closed wonContact5 steps Quote nudge by SMS 48 hours after a quote is sent and not viewedDeal8 steps Ticket status update by WhatsApp template, with the status copied to a contact property for the tokenContact4 steps Renewal reminder SMS at 30 and 7 days before expiration, suppressed once renewedContact13 steps Phone hygiene before messaging: validate and format the number, branch out bad numbersContact13 steps Quiet hours and time zones: hold the message until business hours in the contact's countryContact12 steps Opt-out sync: when a contact leaves the SMS subscription type, stop pending sends, log it and notify the ownerContact8 steps Marketing contact guard: set the status before an SMS send and revert it after, to control billingContact16 steps Event day logistics: SMS with the join link to registrants, WhatsApp template as fallbackContact12 steps Payment failed notice by SMS when an invoice goes overdueContact13 steps WhatsApp number capture: copy the opted-in mobile number into WhatsApp Phone Number in the right formatContact10 steps Route tickets opened from the WhatsApp channel to the messaging team with a shorter first-response targetTicket12 steps Reactivation SMS to dormant customers with a tracked link offer, capped at one per quarterContact13 steps SMS outside the US or without the add-on: an app action (Aircall, Sakari, Salesmsg, Dialpad) in place of Send SMS messageContact12 steps Week-one onboarding by WhatsApp: three templates with exit on first loginContact22 steps Frequency cap: stamp the last SMS and last WhatsApp sent on the contact and block a second send within seven daysContact11 steps CSAT by SMS after a ticket closes: the survey link sent to the associated contact, opted-in onlyTicket12 steps Channel by country: SMS for US numbers, WhatsApp or email elsewhere, from country code and consentContact12 steps WhatsApp template budget guard: a monthly counter against the 1,000 template message capContact3 steps Meeting no-show SMS with a reschedule link 15 minutes after the start timeContact11 steps Hot lead alert to the on-call rep by SMS app action, with in-app notification as fallbackContact14 steps

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One per category, same format as the paid ones. Email only, no card.

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