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Vacation / out-of-office rerouting (property flag pauses assignment to a rep)

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.

Contact8 stepsUpdated for HubSpot seat pricing
OutcomeNew leads skip a rep who is currently out of office, and any lead assigned to them just before they left gets pulled back into rotation if nobody worked it, instead of waiting a week for their return.
Workflow maplead-routing-030
Owner is on OOO-excluded list, routed within last 7 days leads to Delay 3 days. Delay 3 days leads to Still not contacted?. Still not contacted? leads to Yes: Rotate to active pool, set routed date; No: End, no action. Rotate to active pool, set routed date leads to Notify new owner + manager, create call task. Yes No Owner is on OOO-excluded list, routed within last 7 days Delay 3 days Still not contacted? Rotate to active pool, set routed date End, no action Notify new owner + manager, create call task
Owner is on OOO-excluded list, routed within last 7 days leads to Delay 3 days. Delay 3 days leads to Still not contacted?. Still not contacted? leads to Yes: Rotate to active pool, set routed date; No: End, no action. Rotate to active pool, set routed date leads to Notify new owner + manager, create call task. Yes No Owner is on OOO-excluded list, routed within last 7 days Delay 3 days Still not contacted? Rotate to active pool, set routed date End, no action Notify new owner + manager, create call task

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 for any team using Rotate record to owner, where reps take planned vacation, short leave, or become temporarily unavailable and someone needs to actively manage the exclusion.
  • Use it when whoever manages team scheduling is willing to update two list memberships by hand at the start and end of each absence; this fiche does not detect vacation automatically.
Read more on when to use itShow less

Skip it

  • Do not expect this to read a calendar or detect OOO status on its own. HubSpot has no native property on the Users/Owners object, so a human has to flag it, see Prerequisites.
  • Do not use it for a permanent departure; see lead-routing-012 for deactivated users instead, which is a different, more final case.
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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 · 8 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 5

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 3 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

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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