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Training session scheduling reminder sequence

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.

Contact11 stepsUpdated for HubSpot seat pricing
OutcomeA new customer who has not booked a product training session gets two reminder emails with a scheduling link, and if neither lands a booking, the CS owner gets a nudge to reach out personally.
Workflow mapcustomer-onboarding-024
Customer, Training Session Booked unknown leads to Send reminder 1 + set count = 1. Send reminder 1 + set count = 1 leads to Delay 3 business days. Delay 3 business days leads to Booked?. Booked? leads to Yes: End; No: Send reminder 2 + set count = 2. Send reminder 2 + set count = 2 leads to Delay 3 business days. Delay 3 business days leads to Booked?. Booked? leads to Yes: End; No: Alert Onboarding Owner + create follow-up task. Yes No Yes No Customer, Training Session Booked unknown Send reminder 1 + set count = 1 Delay 3 business days Booked? Send reminder 2 + set count = 2 Delay 3 business days Booked? Alert Onboarding Owner + create follow-up task End
Customer, Training Session Booked unknown leads to Send reminder 1 + set count = 1. Send reminder 1 + set count = 1 leads to Delay 3 business days. Delay 3 business days leads to Booked?. Booked? leads to Yes: End; No: Send reminder 2 + set count = 2. Send reminder 2 + set count = 2 leads to Delay 3 business days. Delay 3 business days leads to Booked?. Booked? leads to Yes: End; No: Alert Onboarding Owner + create follow-up task. Yes No Yes No Customer, Training Session Booked unknown Send reminder 1 + set count = 1 Delay 3 business days Booked? Send reminder 2 + set count = 2 Delay 3 business days Booked? Alert Onboarding Owner + create follow-up task End

When to use it, when not to

Use it

  • Use it when product training is a distinct, bookable session separate from the kickoff call, and it is easy for a customer to forget to schedule it.
  • Use it when a meeting scheduler link (HubSpot meetings or another tool) can set Training Session Booked automatically, or when the CS team updates it manually once booked.
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Skip it

  • Do not use it if training is scheduled during the kickoff call itself, there is nothing separate to remind about, fold it into customer-onboarding-002 instead.
  • Do not use it for self-serve/Starter-tier customers who are meant to use on-demand resources rather than live training, see customer-onboarding-025 for that path.
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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 · 11 numbered actions

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

Known pitfalls · 4

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

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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