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Lifecycle stage stuck-in-MQL aging alert to marketing ops

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
OutcomeA contact who sits in Marketing Qualified Lead for longer than an agreed window without moving to Sales Qualified Lead gets flagged to marketing ops, instead of quietly aging out of the funnel unnoticed.
Workflow mapmarketing-ops-009
Lifecycle stage set to MQL leads to Reset mql_aging_alert_sent to false. Reset mql_aging_alert_sent to false leads to Delay 14 days. Delay 14 days leads to Still MQL and not yet alerted?. Still MQL and not yet alerted? leads to Yes: Set alert sent = true; No: No action, exit. Set alert sent = true leads to Add to Stale MQLs list. Add to Stale MQLs list leads to Notify marketing ops. Notify marketing ops leads to Create review task. Yes No Lifecycle stage set to MQL Reset mql_aging_alert_sent to false Delay 14 days Still MQL and not yet alerted? Set alert sent = true No action, exit Add to Stale MQLs list Notify marketing ops Create review task
Lifecycle stage set to MQL leads to Reset mql_aging_alert_sent to false. Reset mql_aging_alert_sent to false leads to Delay 14 days. Delay 14 days leads to Still MQL and not yet alerted?. Still MQL and not yet alerted? leads to Yes: Set alert sent = true; No: No action, exit. Set alert sent = true leads to Add to Stale MQLs list. Add to Stale MQLs list leads to Notify marketing ops. Notify marketing ops leads to Create review task. Yes No Lifecycle stage set to MQL Reset mql_aging_alert_sent to false Delay 14 days Still MQL and not yet alerted? Set alert sent = true No action, exit Add to Stale MQLs list Notify marketing ops Create review task

When to use it, when not to

Use it

  • Use once marketing-ops-001 (or an equivalent MQL promotion workflow) is live and MQL date is populated reliably.
  • Use to catch handoff failures: an MQL sales never picked up, or one sales rejected without logging a reason.
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Skip it

  • Do not use a single aging threshold across very different lead sources if some sources have a naturally slower sales-follow-up cadence (event leads versus demo requests, for example). Segment the threshold if needed.
  • Do not treat this as a replacement for a working MQL-to-SQL handoff process (marketing-ops-002). This is a safety net that catches what the handoff missed, not the handoff itself.
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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 · 4

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

Test plan and UAT script · 4 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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