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MQL to SQL handoff with lifecycle stage change and sales notification

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.

Contact6 stepsUpdated for HubSpot seat pricing
OutcomeContacts that show explicit buying intent while at MQL move to Sales Qualified Lead, sales gets notified immediately, and marketing stops nurture sends for that contact.
Workflow mapmarketing-ops-002
Demo form submitted OR SDR qualified checked leads to Lifecycle stage = MQL?. Lifecycle stage = MQL? leads to No: No action; Yes: Set lifecycle stage: Sales Qualified Lead. Set lifecycle stage: Sales Qualified Lead leads to Set SQL date. Set SQL date leads to Notify contact owner. Notify contact owner leads to Create call task, due +1 business day. Create call task, due +1 business day leads to Remove from MQL nurture. Remove from MQL nurture leads to Add to Active SQLs list. No Yes Demo form submitted OR SDR qualified checked Lifecycle stage = MQL? No action Set lifecycle stage: Sales Qualified Lead Set SQL date Notify contact owner Create call task, due +1 business day Remove from MQL nurture Add to Active SQLs list
Demo form submitted OR SDR qualified checked leads to Lifecycle stage = MQL?. Lifecycle stage = MQL? leads to No: No action; Yes: Set lifecycle stage: Sales Qualified Lead. Set lifecycle stage: Sales Qualified Lead leads to Set SQL date. Set SQL date leads to Notify contact owner. Notify contact owner leads to Create call task, due +1 business day. Create call task, due +1 business day leads to Remove from MQL nurture. Remove from MQL nurture leads to Add to Active SQLs list. No Yes Demo form submitted OR SDR qualified checked Lifecycle stage = MQL? No action Set lifecycle stage: Sales Qualified Lead Set SQL date Notify contact owner Create call task, due +1 business day Remove from MQL nurture Add to Active SQLs list

When to use it, when not to

Use it

  • Use when MQL contacts have a clear, single "ready for sales" signal (a demo request, an SDR qualification checkbox, a pricing-page-plus-contact-form combination).
  • Use when lifecycle stage needs to reflect the real handoff point for funnel reporting.
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Skip it

  • Do not use if your SDR process needs multi-step qualification (BANT-style scoring). Feed your qualification process's output into the checkbox property below instead of building it inline here.
  • Do not use to bypass a required human qualification call. In that case keep the manual checkbox as the only enrollment path and remove the form-based path.
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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 · 6 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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