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Onboarding stage duration / stalled-onboarding alert

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.

Deal6 stepsUpdated for HubSpot seat pricing
OutcomeWhen a portal tracks onboarding as its own dedicated deal pipeline rather than a ticket pipeline, a deal that sits in one working stage too long alerts the onboarding owner instead of quietly stalling.
Workflow mapcustomer-onboarding-035
Deal enters watched Onboarding pipeline stage leads to Set Onboarding Stage Entered Date. Set Onboarding Stage Entered Date leads to Delay 7 business days. Delay 7 business days leads to Still in same watched stage?. Still in same watched stage? leads to Yes: Alert Onboarding Owner; No: End, deal moved on. Alert Onboarding Owner leads to Create check-in task. Yes No Deal enters watched Onboarding pipeline stage Set Onboarding Stage Entered Date Delay 7 business days Still in same watched stage? Alert Onboarding Owner End, deal moved on Create check-in task
Deal enters watched Onboarding pipeline stage leads to Set Onboarding Stage Entered Date. Set Onboarding Stage Entered Date leads to Delay 7 business days. Delay 7 business days leads to Still in same watched stage?. Still in same watched stage? leads to Yes: Alert Onboarding Owner; No: End, deal moved on. Alert Onboarding Owner leads to Create check-in task. Yes No Deal enters watched Onboarding pipeline stage Set Onboarding Stage Entered Date Delay 7 business days Still in same watched stage? Alert Onboarding Owner End, deal moved on Create check-in task

When to use it, when not to

Use it

  • Use it when onboarding lives in a separate "Onboarding" deal pipeline (a second pipeline on the deal object, distinct from the sales pipeline), with its own stages such as Kickoff, Implementation, Training, Live.
  • Use it if you prefer keeping onboarding on the deal object instead of creating a ticket, for example when your team is small and does not want to manage a second object.
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Skip it

  • Do not use it if onboarding already runs through a ticket pipeline, use the ticket version of this pattern in customer-onboarding-019 instead, the two do the same job on different objects.
  • Do not use it on a stage that legitimately takes a long time by design (a multi-month enterprise implementation stage), the fixed delay below will false-alarm, raise the delay or use the Wait until variant.
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The rest of this spec

Prerequisites · 3 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 · 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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