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Sponsor path: stand enquiry to signed contract, with the hold clock and the logistics chase

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.

Deal47 stepsUpdated for HubSpot seat pricing
OutcomeA stand enquiry becomes a held package with an expiry date, then a contract that gets chased three times on a schedule nobody has to remember, and the moment it is signed the production tasks appear: booth number, passes, artwork, invoice.
Workflow mapevents-002
Deal created in Sponsorship, stage Enquiry leads to Notify owner, task send prospectus. Notify owner, task send prospectus leads to Prospectus sent within 3 days?. Prospectus sent within 3 days? leads to no: Task and manager notice; yes: Package held within 10 days?. Task and manager notice leads to Package held within 10 days?. Package held within 10 days? leads to no: Requalify task, end; yes: Set hold expiry, copy passes, notify inbox. Set hold expiry, copy passes, notify inbox leads to Contract sent within 7 days?. Contract sent within 7 days? leads to no: Task for owner; yes: Reminder 1 at 3 days. Task for owner leads to Reminder 1 at 3 days. Reminder 1 at 3 days leads to Reminder 2 at 4 days, names the expiry. Reminder 2 at 4 days, names the expiry leads to Reminder 3 at 5 days, manager notified. Reminder 3 at 5 days, manager notified leads to Signed before hold expiry?. Signed before hold expiry? leads to no: Hold expired, release the slot, end; yes: Copy tier to company, artwork received = No, notify production. Copy tier to company, artwork received = No, notify production leads to Four tasks: booth, logistics, invoice, passes. Four tasks: booth, logistics, invoice, passes leads to 14 days before artwork deadline. 14 days before artwork deadline leads to Artwork received?. Artwork received? leads to no: Specification email and task; yes: End. Specification email and task leads to 3 days before artwork deadline. 3 days before artwork deadline leads to Still not received?. Still not received? leads to no: Escalate to production manager; yes: End. no yes no yes no yes no yes no yes no yes Deal created in Sponsorship, stage Enquiry Notify owner, task send prospectus Prospectus sent within 3 days? Task and manager notice Package held within 10 days? Requalify task, end Set hold expiry, copy passes, notify inbox Contract sent within 7 days? Task for owner Reminder 1 at 3 days Reminder 2 at 4 days, names the expiry Reminder 3 at 5 days, manager notified Signed before hold expiry? Hold expired, release the slot, end Copy tier to company, artwork received = No, notify production Four tasks: booth, logistics, invoice, passes 14 days before artwork deadline Artwork received? Specification email and task 3 days before artwork deadline Still not received? Escalate to production manager End
Deal created in Sponsorship, stage Enquiry leads to Notify owner, task send prospectus. Notify owner, task send prospectus leads to Prospectus sent within 3 days?. Prospectus sent within 3 days? leads to no: Task and manager notice; yes: Package held within 10 days?. Task and manager notice leads to Package held within 10 days?. Package held within 10 days? leads to no: Requalify task, end; yes: Set hold expiry, copy passes, notify inbox. Set hold expiry, copy passes, notify inbox leads to Contract sent within 7 days?. Contract sent within 7 days? leads to no: Task for owner; yes: Reminder 1 at 3 days. Task for owner leads to Reminder 1 at 3 days. Reminder 1 at 3 days leads to Reminder 2 at 4 days, names the expiry. Reminder 2 at 4 days, names the expiry leads to Reminder 3 at 5 days, manager notified. Reminder 3 at 5 days, manager notified leads to Signed before hold expiry?. Signed before hold expiry? leads to no: Hold expired, release the slot, end; yes: Copy tier to company, artwork received = No, notify production. Copy tier to company, artwork received = No, notify production leads to Four tasks: booth, logistics, invoice, passes. Four tasks: booth, logistics, invoice, passes leads to 14 days before artwork deadline. 14 days before artwork deadline leads to Artwork received?. Artwork received? leads to no: Specification email and task; yes: End. Specification email and task leads to 3 days before artwork deadline. 3 days before artwork deadline leads to Still not received?. Still not received? leads to no: Escalate to production manager; yes: End. no yes no yes no yes no yes no yes no yes Deal created in Sponsorship, stage Enquiry Notify owner, task send prospectus Prospectus sent within 3 days? Task and manager notice Package held within 10 days? Requalify task, end Set hold expiry, copy passes, notify inbox Contract sent within 7 days? Task for owner Reminder 1 at 3 days Reminder 2 at 4 days, names the expiry Reminder 3 at 5 days, manager notified Signed before hold expiry? Hold expired, release the slot, end Copy tier to company, artwork received = No, notify production Four tasks: booth, logistics, invoice, passes 14 days before artwork deadline Artwork received? Specification email and task 3 days before artwork deadline Still not received? Escalate to production manager End

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 you sell sponsorship or floor space against a deadline, which means every edition with a printed floor plan and an artwork cut off.
  • Use it when more than one person sells, since the hold count is what stops two of them promising the same headline package in the same afternoon.
Read more on when to use itShow less

Skip it

  • Do not use it for ticket sales. Individual tickets belong in the ticketing platform, and one deal per attendee turns the pipeline into a mailing list.
  • Do not use it if your sponsorship pipeline shares stages with new business. The stage filters here are specific, and a mixed pipeline will enrol client work into a stand chase.
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 · 47 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 · 163 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, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

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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