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Qualify webinar registrants with a custom prompt on title, company and answers, then branch to sales

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Marketing Hub Professional.

Contact13 stepsUpdated for HubSpot seat pricing
OutcomeWithin minutes of registering, each webinar registrant is sorted into sales-ready, nurture or not a fit, from their title, company and registration answers. Sales gets a task only for the first group, before the webinar takes place.
Workflow mapai-agents-021
Webinar registration form submitted leads to Data Agent Custom prompt reads title, company and answer. Data Agent Custom prompt reads title, company and answer leads to Output is known. Output is known leads to No: Set unclassified, nurture list, task for marketing ops; Yes: Write qualification, stamp date. Write qualification, stamp date leads to Which result. Which result leads to Sales ready: Assign owner, create call task; Nurture: Add to the nurture list. No Yes Sales ready Nurture Webinar registration form submitted Data Agent Custom prompt reads title, company and answer Output is known Set unclassified, nurture list, task for marketing ops Write qualification, stamp date Which result Assign owner, create call task Add to the nurture list
Webinar registration form submitted leads to Data Agent Custom prompt reads title, company and answer. Data Agent Custom prompt reads title, company and answer leads to Output is known. Output is known leads to No: Set unclassified, nurture list, task for marketing ops; Yes: Write qualification, stamp date. Write qualification, stamp date leads to Which result. Which result leads to Sales ready: Assign owner, create call task; Nurture: Add to the nurture list. No Yes Sales ready Nurture Webinar registration form submitted Data Agent Custom prompt reads title, company and answer Output is known Set unclassified, nurture list, task for marketing ops Write qualification, stamp date Which result Assign owner, create call task Add to the nurture list

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

When to use it, when not to

Use it

  • Use it when a webinar brings 200 or more registrants and sales either calls all of them or none of them.
  • Use it when the registration form asks at least one open question. The free-text answer is what a score cannot read and a model can.
Read more on when to use itShow less

Skip it

  • Do not use it if your lead score already separates registrants well. A score costs no credits. Add the AI step only for the open answer.
  • Do not use it to exclude people from the webinar or from its emails. Every registrant still gets the event communication. The result only decides who sales contacts.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 10 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 13 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 6

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 7 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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