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Chatbot conversation without meeting booked 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.

Contact10 stepsUpdated for HubSpot seat pricing
OutcomeA contact who talks to the website chatbot but never books a meeting gets a short follow-up sequence with a direct booking link, instead of the conversation quietly going nowhere.
Workflow maplead-nurturing-034
chatbot_captured_no_meeting = true leads to Wait: meeting booked, max 3 days. Wait: meeting booked, max 3 days leads to Booked: Task: booked own meeting, informational; Not booked, timed out: Send: still want to talk, booking link. Task: booked own meeting, informational leads to Set chatbot_captured_no_meeting = false. Send: still want to talk, booking link leads to Delay 2 days. Delay 2 days leads to Clicked booking link?. Clicked booking link? leads to Yes: Task: clicked link, follow up; No: Send: one last thing. Task: clicked link, follow up leads to Set chatbot_captured_no_meeting = false. Send: one last thing leads to Set chatbot_captured_no_meeting = false. Set chatbot_captured_no_meeting = false leads to Set chatbot_nurture_completed = true. Booked Not booked, timed out Yes No chatbot_captured_no_meeting = true Wait: meeting booked, max 3 days Task: booked own meeting, informational Send: still want to talk, booking link Delay 2 days Clicked booking link? Task: clicked link, follow up Send: one last thing Set chatbot_captured_no_meeting = false Set chatbot_nurture_completed = true
chatbot_captured_no_meeting = true leads to Wait: meeting booked, max 3 days. Wait: meeting booked, max 3 days leads to Booked: Task: booked own meeting, informational; Not booked, timed out: Send: still want to talk, booking link. Task: booked own meeting, informational leads to Set chatbot_captured_no_meeting = false. Send: still want to talk, booking link leads to Delay 2 days. Delay 2 days leads to Clicked booking link?. Clicked booking link? leads to Yes: Task: clicked link, follow up; No: Send: one last thing. Task: clicked link, follow up leads to Set chatbot_captured_no_meeting = false. Send: one last thing leads to Set chatbot_captured_no_meeting = false. Set chatbot_captured_no_meeting = false leads to Set chatbot_nurture_completed = true. Booked Not booked, timed out Yes No chatbot_captured_no_meeting = true Wait: meeting booked, max 3 days Task: booked own meeting, informational Send: still want to talk, booking link Delay 2 days Clicked booking link? Task: clicked link, follow up Send: one last thing Set chatbot_captured_no_meeting = false Set chatbot_nurture_completed = true

When to use it, when not to

Use it

  • Use when the chatflow's own logic ends in a hand-off ("someone will reach out" or a resource link) rather than a booked meeting.
  • Use to recover chat conversations that show real intent (the contact answered qualifying questions) but stalled before scheduling.
Read more on when to use itShow less

Skip it

  • Do not use this for chatbot conversations that were purely support questions with no sales intent; scope the enrollment property to the chatflow(s) built for that purpose only.
  • Do not stack this with an immediate live chat handoff to a rep; if a human already picked up the conversation, exclude those contacts.
Read more on when to skip itShow less

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 · 10 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 · 5 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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