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No-show kickoff call rebooking automation

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 customer no-shows the kickoff call, they automatically get a rebooking email right away, and the onboarding owner is alerted if nothing gets rescheduled within a few days.
Workflow mapcustomer-onboarding-047
Kickoff Call Status = No-Show leads to Send rebooking email with scheduling link. Send rebooking email with scheduling link leads to Wait until status = Scheduled or Rescheduled, expires 3 business days. Wait until status = Scheduled or Rescheduled, expires 3 business days leads to Rebooked in time: End; Expired: Alert onboarding owner. Alert onboarding owner leads to Create personal follow-up task. Rebooked in time Expired Kickoff Call Status = No-Show Send rebooking email with scheduling link Wait until status = Scheduled or Rescheduled, expires 3 business days End Alert onboarding owner Create personal follow-up task
Kickoff Call Status = No-Show leads to Send rebooking email with scheduling link. Send rebooking email with scheduling link leads to Wait until status = Scheduled or Rescheduled, expires 3 business days. Wait until status = Scheduled or Rescheduled, expires 3 business days leads to Rebooked in time: End; Expired: Alert onboarding owner. Alert onboarding owner leads to Create personal follow-up task. Rebooked in time Expired Kickoff Call Status = No-Show Send rebooking email with scheduling link Wait until status = Scheduled or Rescheduled, expires 3 business days End Alert onboarding owner Create personal follow-up task

When to use it, when not to

Use it

  • Use it alongside customer-onboarding-002 (the original scheduling email) and customer-onboarding-008 (kickoff-not-booked reminder), this fiche covers the specific case where a call was booked and then missed.
  • Use it when whoever runs kickoff calls reliably marks a no-show on the deal, either manually or through a meeting tool integration.
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Skip it

  • Do not use it if your meeting tool has no way to distinguish "no-show" from "call happened," build that signal first, guessing from a meeting's mere existence is not reliable enough for an automated rebooking nudge.
  • Do not use it for internal team meetings unrelated to onboarding kickoff, scope the trigger property specifically to the kickoff call status.
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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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FreeSales-to-CS handoff task on deal closed wonDeal6 steps Kickoff call scheduling email sent after deal closed wonDeal7 steps Kickoff-not-booked reminder and escalationDeal9 steps Onboarding owner reassignment audit trailDeal4 steps

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