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Trade show / conference badge scan nurture

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
OutcomeContacts imported from a trade show badge scan get a fast, event-specific follow-up sequence while the conversation is still fresh, with an automatic sales handoff for anyone who engages.
Workflow maplead-nurturing-033
Import: Trade Show Leads list leads to Send: Great meeting you. Send: Great meeting you leads to Delay 2 days. Delay 2 days leads to Send: Related resource. Send: Related resource leads to Delay 3 days. Delay 3 days leads to Clicked either email?. Clicked either email? leads to Yes: Create task: engaged, follow up; No: Send: Last note. Create task: engaged, follow up leads to Set badge_scan_nurture_completed = true. Send: Last note leads to Set badge_scan_nurture_completed = true. Yes No Import: Trade Show Leads list Send: Great meeting you Delay 2 days Send: Related resource Delay 3 days Clicked either email? Create task: engaged, follow up Send: Last note Set badge_scan_nurture_completed = true
Import: Trade Show Leads list leads to Send: Great meeting you. Send: Great meeting you leads to Delay 2 days. Delay 2 days leads to Send: Related resource. Send: Related resource leads to Delay 3 days. Delay 3 days leads to Clicked either email?. Clicked either email? leads to Yes: Create task: engaged, follow up; No: Send: Last note. Create task: engaged, follow up leads to Set badge_scan_nurture_completed = true. Send: Last note leads to Set badge_scan_nurture_completed = true. Yes No Import: Trade Show Leads list Send: Great meeting you Delay 2 days Send: Related resource Delay 3 days Clicked either email? Create task: engaged, follow up Send: Last note Set badge_scan_nurture_completed = true

When to use it, when not to

Use it

  • Use right after an event when badge scan data lands in HubSpot as an imported list, since speed matters more here than for evergreen nurture tracks.
  • Use when the booth conversation was general interest rather than a scheduled meeting; scanned badges that already booked a meeting on-site should skip straight to sales, not this nurture.
Read more on when to use itShow less

Skip it

  • Do not use this for contacts who only stopped by for a giveaway with no real conversation, if the vendor's scan data can distinguish that. Filter those out at import if possible.
  • Do not treat this as a substitute for a same-day thank-you handled manually by the booth team for VIP contacts.
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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 · 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 · 3 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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