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Go-live date capture and celebration email

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.

3 steps
Per-hub plans: also Marketing Hub Professional

On per-hub plans, one of its steps belongs to another subscription: add to static list needs Marketing Hub Professional. Both are required to build it as written. On seat pricing the edition covers both.

Updated for HubSpot seat pricing
OutcomeThe moment a deal's go-live date is recorded, the customer gets a short celebration email and the internal team gets a notification, marking the actual finish line of onboarding rather than just the contract date.
Workflow mapcustomer-onboarding-045
Go Live Date known leads to Send You're Live email to customer. Send You're Live email to customer leads to Notify onboarding owner and deal owner. Notify onboarding owner and deal owner leads to Add to Live Customers list. Go Live Date known Send You're Live email to customer Notify onboarding owner and deal owner Add to Live Customers list
Go Live Date known leads to Send You're Live email to customer. Send You're Live email to customer leads to Notify onboarding owner and deal owner. Notify onboarding owner and deal owner leads to Add to Live Customers list. Go Live Date known Send You're Live email to customer Notify onboarding owner and deal owner Add to Live Customers list

When to use it, when not to

Use it

  • Use it when "go-live" (the customer actually using the product in production, not just signing) is a distinct, meaningful moment worth marking on its own, separate from Closed Won or ticket completion.
  • Use it when the onboarding owner or an integration reliably sets a go-live date property once implementation work is done.
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Skip it

  • Do not use it if go-live is effectively the same moment as Closed Won for your product (an instant-activation, self-serve-like product), the celebration belongs on the welcome sequence instead, see customer-onboarding-004 or customer-onboarding-032.
  • Do not use it if "go-live" varies so much in meaning across deal types that a single celebration email template will not fit most of them, split into per-segment variants first.
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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 · 3 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 · 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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