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Webinar registration confirmation and reminder sequence

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.

Contact8 stepsUpdated for HubSpot seat pricing
OutcomeWebinar registrants automatically get a confirmation email plus two time-anchored reminders before the live date, with no one manually scheduling sends per session.
Workflow maplead-nurturing-003
Form submission: webinar registration leads to Set webinar_date. Set webinar_date leads to Set webinar_name. Set webinar_name leads to Send: registration confirmed. Send: registration confirmed leads to Delay until: 1 day before webinar_date. Delay until: 1 day before webinar_date leads to Send: reminder tomorrow. Send: reminder tomorrow leads to Delay until: 1 hour before webinar_date. Delay until: 1 hour before webinar_date leads to Send: starting soon. Send: starting soon leads to Add to list: awaiting attendance classification. Form submission: webinar registration Set webinar_date Set webinar_name Send: registration confirmed Delay until: 1 day before webinar_date Send: reminder tomorrow Delay until: 1 hour before webinar_date Send: starting soon Add to list: awaiting attendance classification
Form submission: webinar registration leads to Set webinar_date. Set webinar_date leads to Set webinar_name. Set webinar_name leads to Send: registration confirmed. Send: registration confirmed leads to Delay until: 1 day before webinar_date. Delay until: 1 day before webinar_date leads to Send: reminder tomorrow. Send: reminder tomorrow leads to Delay until: 1 hour before webinar_date. Delay until: 1 hour before webinar_date leads to Send: starting soon. Send: starting soon leads to Add to list: awaiting attendance classification. Form submission: webinar registration Set webinar_date Set webinar_name Send: registration confirmed Delay until: 1 day before webinar_date Send: reminder tomorrow Delay until: 1 hour before webinar_date Send: starting soon Add to list: awaiting attendance classification

When to use it, when not to

Use it

  • Use for any live virtual event with a registration form and a fixed date and time.
  • Use when the same workflow needs to serve a recurring series over time, by anchoring timing to a date property rather than one workflow per session.
Read more on when to use itShow less

Skip it

  • Do not use for on-demand or evergreen webinars with no fixed date. Use a simple triggered drip instead (see lead-nurturing-002 pattern).
  • Do not expect this workflow alone to capture attendance. That split is handled downstream in lead-nurturing-004.

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 · 8 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 · 1 case, 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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