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Registration to attendance: confirmation, reminders, and a follow up split on who turned up

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.

Contact20 stepsUpdated for HubSpot seat pricing
OutcomeSomeone registers and gets a confirmation in seconds, a reminder seven days out, a practical reminder the day before, and then a follow up that depends on whether they actually walked in, with the no shows kept separate from the attendees instead of both getting the same thank you email.
Workflow mapevents-001
Registered for this edition leads to Attended = unknown. Attended = unknown leads to First event date blank?. First event date blank? leads to yes: First event date = edition start; no: Send confirmation. First event date = edition start leads to Send confirmation. Send confirmation leads to Delay until 7 days before. Delay until 7 days before leads to Cancelled or transferred?. Cancelled or transferred? leads to yes: End; no: Send reminder at 7 days. Send reminder at 7 days leads to Delay until 1 day before. Delay until 1 day before leads to Ticket type?. Ticket type? leads to speaker or sponsor pass: Send crew reminder; other: Send attendee reminder. Send crew reminder leads to Wait until Attended is set, 7 day expiry. Send attendee reminder leads to Wait until Attended is set, 7 day expiry. Wait until Attended is set, 7 day expiry leads to Attended?. Attended? leads to attended or partial: Count plus 1, thank you with recordings, attendee list; no show: Recording email, no show list; still unknown: Alert registration owner, import task. yes no yes no speaker or sponsor pass other attended or partial no show still unknown Registered for this edition Attended = unknown First event date blank? First event date = edition start Send confirmation Delay until 7 days before Cancelled or transferred? End Send reminder at 7 days Delay until 1 day before Ticket type? Send crew reminder Send attendee reminder Wait until Attended is set, 7 day expiry Attended? Count plus 1, thank you with recordings, attendee list Recording email, no show list Alert registration owner, import task
Registered for this edition leads to Attended = unknown. Attended = unknown leads to First event date blank?. First event date blank? leads to yes: First event date = edition start; no: Send confirmation. First event date = edition start leads to Send confirmation. Send confirmation leads to Delay until 7 days before. Delay until 7 days before leads to Cancelled or transferred?. Cancelled or transferred? leads to yes: End; no: Send reminder at 7 days. Send reminder at 7 days leads to Delay until 1 day before. Delay until 1 day before leads to Ticket type?. Ticket type? leads to speaker or sponsor pass: Send crew reminder; other: Send attendee reminder. Send crew reminder leads to Wait until Attended is set, 7 day expiry. Send attendee reminder leads to Wait until Attended is set, 7 day expiry. Wait until Attended is set, 7 day expiry leads to Attended?. Attended? leads to attended or partial: Count plus 1, thank you with recordings, attendee list; no show: Recording email, no show list; still unknown: Alert registration owner, import task. yes no yes no speaker or sponsor pass other Registered for this edition Attended = unknown First event date blank? First event date = edition start Send confirmation Delay until 7 days before Cancelled or transferred? End Send reminder at 7 days Delay until 1 day before Ticket type? Send crew reminder Send attendee reminder Wait until Attended is set, 7 day expiry Attended? attended or partial Count plus 1, thank you with recordings, attendee list no show Recording email, no show list still unknown Alert registration owner, import task

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

When to use it, when not to

Use it

  • Use it when registration and attendance are two different numbers you care about, which is every paid event, every physical event, and every webinar where the recording matters.
  • Use it when you run more than one edition or more than one event a year, since the delays run off a date property rather than off dates typed into the workflow.
Read more on when to use itShow less

Skip it

  • Do not use it as the ticketing system. It reads registration, it does not sell a place, allocate a seat or take payment.
  • Do not use it when nobody will import the badge scan file. Without an attendance source every contact stays at not yet known, the final branch never fires, and you have built three emails and a dead end.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 13 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 · 20 numbered actions

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

Known pitfalls · 7

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 16 cases, 4 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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