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Recurring onboarding check-in task cadence

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: Service Hub Professional.

Ticket5 stepsUpdated for HubSpot seat pricing
OutcomeThe onboarding owner gets a fresh check-in task every week for as long as the onboarding ticket stays open, capped at a fixed number of cycles, instead of relying on memory to schedule regular touchpoints.
Workflow mapcustomer-onboarding-013
Ticket open, Next Check-in Date known leads to Delay until Next Check-in Date. Delay until Next Check-in Date leads to Completed or Check-in Count >= 8?. Completed or Check-in Count >= 8? leads to Yes: End; No: Create check-in task. Create check-in task leads to Increase Check-in Count. Increase Check-in Count leads to Set Next Check-in Date = +7 days. Set Next Check-in Date = +7 days leads to re-enrolls on property change: Ticket open, Next Check-in Date known. Yes No re-enrolls on property change Ticket open, Next Check-in Date known Delay until Next Check-in Date Completed or Check-in Count >= 8? End Create check-in task Increase Check-in Count Set Next Check-in Date = +7 days
Ticket open, Next Check-in Date known leads to Delay until Next Check-in Date. Delay until Next Check-in Date leads to Completed or Check-in Count >= 8?. Completed or Check-in Count >= 8? leads to Yes: End; No: Create check-in task. Create check-in task leads to Increase Check-in Count. Increase Check-in Count leads to Set Next Check-in Date = +7 days. Set Next Check-in Date = +7 days leads to re-enrolls on property change: Ticket open, Next Check-in Date known. Yes No re-enrolls on property change Ticket open, Next Check-in Date known Delay until Next Check-in Date Completed or Check-in Count >= 8? End Create check-in task Increase Check-in Count Set Next Check-in Date = +7 days

When to use it, when not to

Use it

  • Use it when onboarding regularly runs long enough (several weeks or more) that a single kickoff task and a completion notice leave a gap in between with no prompted touchpoint.
  • Use it when the team is comfortable with a workflow that loops on itself through a re-enrollment trick, this is a more advanced building pattern than most fiches in this category.
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Skip it

  • Do not use it for short onboarding (under two weeks), the overhead of building the loop is not worth it, use a couple of fixed-delay tasks instead, as in customer-onboarding-003.
  • Do not use it if the team already runs check-ins from a shared calendar cadence, adding a parallel task-based reminder would just be noise.
Read more on when to skip itShow less

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 · 5 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 · 4 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, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

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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