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Onboarding checklist tasks created on deal closed won

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: Sales Hub Professional.

Deal10 stepsUpdated for HubSpot seat pricing
OutcomeA fixed sequence of onboarding tasks, spread over the first weeks of the account, is created and assigned automatically as soon as a deal closes, replacing a manual checklist someone copies by hand.
Workflow mapcustomer-onboarding-003
Deal stage = Closed Won, checklist not created leads to Create: Send welcome packet. Create: Send welcome packet leads to Delay 1 business day. Delay 1 business day leads to Create: Confirm kickoff scheduled. Create: Confirm kickoff scheduled leads to Delay 2 business days. Delay 2 business days leads to Create: Collect data migration requirements. Create: Collect data migration requirements leads to Delay 3 business days. Delay 3 business days leads to Create: Confirm provisioning complete. Create: Confirm provisioning complete leads to Delay 5 business days. Delay 5 business days leads to Create: 30-day check-in call. Create: 30-day check-in call leads to Set Onboarding Checklist Created = true. Deal stage = Closed Won, checklist not created Create: Send welcome packet Delay 1 business day Create: Confirm kickoff scheduled Delay 2 business days Create: Collect data migration requirements Delay 3 business days Create: Confirm provisioning complete Delay 5 business days Create: 30-day check-in call Set Onboarding Checklist Created = true
Deal stage = Closed Won, checklist not created leads to Create: Send welcome packet. Create: Send welcome packet leads to Delay 1 business day. Delay 1 business day leads to Create: Confirm kickoff scheduled. Create: Confirm kickoff scheduled leads to Delay 2 business days. Delay 2 business days leads to Create: Collect data migration requirements. Create: Collect data migration requirements leads to Delay 3 business days. Delay 3 business days leads to Create: Confirm provisioning complete. Create: Confirm provisioning complete leads to Delay 5 business days. Delay 5 business days leads to Create: 30-day check-in call. Create: 30-day check-in call leads to Set Onboarding Checklist Created = true. Deal stage = Closed Won, checklist not created Create: Send welcome packet Delay 1 business day Create: Confirm kickoff scheduled Delay 2 business days Create: Collect data migration requirements Delay 3 business days Create: Confirm provisioning complete Delay 5 business days Create: 30-day check-in call Set Onboarding Checklist Created = true

When to use it, when not to

Use it

  • Use it when onboarding always follows the same short list of steps regardless of deal size (data collection, provisioning check, kickoff confirmation, 30-day check-in).
  • Use it as the simplest structured option when a full ticket-based project (customer-onboarding-005) is more process than the team needs.
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Skip it

  • Do not use it if onboarding steps genuinely branch by product or plan, build customer-onboarding-017 first and route into a checklist variant per branch.
  • Do not use it for onboarding that needs status tracking with stages, not just to-do items, use customer-onboarding-011 instead.
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The rest of this spec

Prerequisites · 4 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 · 10 numbered actions

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

Known pitfalls · 5

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

Test plan and UAT script · 2 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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