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Route leads by HubSpot score band into 3 priority queues (hot/warm/cold)

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.

Contact17 stepsUpdated for HubSpot seat pricing
OutcomeA lead's score sorts it straight into a hot, warm, or cold response track, so a rep's time goes to the leads most likely to close first instead of a flat first-in-first-out queue.
Workflow maplead-routing-029
HubSpot score set/changed leads to Score >= 80?. Score >= 80? leads to Yes: Already hot?; No: Score 40-79?. Already hot? leads to No: Set band = hot, rotate to Hot pool, notify, same-day task; Yes: No action, already handled. Score 40-79? leads to Yes: Already warm?; No: Set band = cold, enroll in nurture, no owner change. Already warm? leads to No: Set band = warm, rotate to Warm pool, notify, next-day task; Yes: No action, already handled. Yes No Yes No Yes No Yes No HubSpot score set/changed Score >= 80? Already hot? Score 40-79? Set band = hot, rotate to Hot pool, notify, same-day task Already warm? Set band = cold, enroll in nurture, no owner change Set band = warm, rotate to Warm pool, notify, next-day task No action, already handled
HubSpot score set/changed leads to Score >= 80?. Score >= 80? leads to Yes: Already hot?; No: Score 40-79?. Already hot? leads to No: Set band = hot, rotate to Hot pool, notify, same-day task; Yes: No action, already handled. Score 40-79? leads to Yes: Already warm?; No: Set band = cold, enroll in nurture, no owner change. Already warm? leads to No: Set band = warm, rotate to Warm pool, notify, next-day task; Yes: No action, already handled. Yes No Yes No Yes No Yes No HubSpot score set/changed Score >= 80? Already hot? Set band = hot, rotate to Hot pool, notify, same-day task Score 40-79? Already warm? Set band = warm, rotate to Warm pool, notify, next-day task Set band = cold, enroll in nurture, no owner change No action, already handled

When to use it, when not to

Use it

  • Use it once a scoring model is already configured and producing a meaningful HubSpot Score spread across your contacts.
  • Use it when the team has agreed on score thresholds that map to real response expectations (same day, next day, nurture).
Read more on when to use itShow less

Skip it

  • Do not use it if the scoring model is brand new and untested; validate the score distribution first, thresholds set against noisy data will misroute leads either way.
  • Do not use it as a replacement for a needed nurture track; cold-band leads here still need somewhere to go, see Prerequisites and Steps.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 5 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 · 17 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 · 7 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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