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Onboarding completion notice to originating sales rep

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.

Ticket6 stepsUpdated for HubSpot seat pricing
OutcomeWhen an onboarding ticket reaches its Completed stage, the sales rep who closed the deal gets a short notification, so the rep knows when to check in on the account or start expansion conversations.
Workflow mapcustomer-onboarding-031
Ticket pipeline stage = Completed leads to Originating Sales Rep known?. Originating Sales Rep known? leads to No: Copy owner from associated deal; Yes: Rep known now?. Copy owner from associated deal leads to Rep known now?. Rep known now? leads to No: End, no associated deal; Yes: Send internal notification email. Send internal notification email leads to Create check-in task. No Yes No Yes Ticket pipeline stage = Completed Originating Sales Rep known? Copy owner from associated deal Rep known now? End, no associated deal Send internal notification email Create check-in task
Ticket pipeline stage = Completed leads to Originating Sales Rep known?. Originating Sales Rep known? leads to No: Copy owner from associated deal; Yes: Rep known now?. Copy owner from associated deal leads to Rep known now?. Rep known now? leads to No: End, no associated deal; Yes: Send internal notification email. Send internal notification email leads to Create check-in task. No Yes No Yes Ticket pipeline stage = Completed Originating Sales Rep known? Copy owner from associated deal Rep known now? End, no associated deal Send internal notification email Create check-in task

When to use it, when not to

Use it

  • Use it when the deal owner (sales) and the ticket owner (customer success) are different people, and the rep otherwise has no visibility into onboarding status once the deal closes.
  • Use it when your Onboarding ticket pipeline (see customer-onboarding-005) has a single stage that reliably means finished, for example Completed.
Read more on when to use itShow less

Skip it

  • Do not use it if the same person owns the deal and runs onboarding, they already know it finished.
  • Do not use it as the customer-facing completion message, that is customer-onboarding-020.
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 · 6 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 · 6 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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