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Marketing contact tier quota nearing-limit 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: Data Hub Professional.

Contact6 stepsUpdated for HubSpot seat pricing
OutcomeMarketing ops gets warned when the count of active marketing contacts approaches the plan's paid limit, ahead of an automatic overage charge, instead of finding out from a surprise invoice line.
Workflow mapmarketing-ops-029
Scheduled weekly run leads to Custom code: count marketing contacts, compare to plan limit. Custom code: count marketing contacts, compare to plan limit leads to result_code ok?. result_code ok? leads to Yes, >=90% used: Send high-priority alert; Yes, below 90%: No notification; No: Notify: check failed. Yes, >=90% used Yes, below 90% No Scheduled weekly run Custom code: count marketing contacts, compare to plan limit result_code ok? Send high-priority alert No notification Notify: check failed
Scheduled weekly run leads to Custom code: count marketing contacts, compare to plan limit. Custom code: count marketing contacts, compare to plan limit leads to result_code ok?. result_code ok? leads to Yes, >=90% used: Send high-priority alert; Yes, below 90%: No notification; No: Notify: check failed. Scheduled weekly run Custom code: count marketing contacts, compare to plan limit result_code ok? Yes, >=90% used Send high-priority alert Yes, below 90% No notification No Notify: check failed

When to use it, when not to

Use it

  • Use on any portal billed by marketing contact tier where the count grows through ongoing list imports, reactivations, or inbound form fills without a tight manual gate on every addition.
  • Use to give marketing ops lead time to review and prune before a tier overage, rather than reacting after the fact.
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Skip it

  • Do not use expecting a native workflow trigger tied to account-level marketing contact usage. Usage against your plan's limit is an account setting, not a property on any contact record, so no contact- or deal-based workflow can watch it directly. This fiche uses a scheduled workaround, similar in shape to marketing-ops-023's list hygiene check. (check in your portal: confirm whether your current portal exposes marketing contact usage counts through a documented API endpoint, since this has been added and adjusted across releases)
  • Do not use this fiche as a substitute for checking Settings > Marketing Contacts directly during any planned large import; that page is still the authoritative source for current usage and limit.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 4 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 · 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, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

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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