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Marketing contact status sync with per-subscription-type opt-outs

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.

Contact4 stepsUpdated for HubSpot seat pricing
OutcomeA contact who has opted out of every subscription type gets set to non-marketing automatically, so you stop paying for marketing contact seats on people who can no longer be reached by any send.
Workflow mapmarketing-ops-037
Subscription type status changes leads to All subscription types opted out?. All subscription types opted out? leads to Yes: Currently Marketing contact?; No: No action. Currently Marketing contact? leads to Yes: Set marketing contact status: Non-marketing; No: No action. Set marketing contact status: Non-marketing leads to Notify marketing ops. Yes Yes No No Subscription type status changes All subscription types opted out? Currently Marketing contact? Set marketing contact status: Non-marketing Notify marketing ops No action
Subscription type status changes leads to All subscription types opted out?. All subscription types opted out? leads to Yes: Currently Marketing contact?; No: No action. Currently Marketing contact? leads to Yes: Set marketing contact status: Non-marketing; No: No action. Set marketing contact status: Non-marketing leads to Notify marketing ops. Yes Yes No No Subscription type status changes All subscription types opted out? Currently Marketing contact? Set marketing contact status: Non-marketing Notify marketing ops No action

When to use it, when not to

Use it

  • Use on portals with more than one subscription type (newsletter, product updates, events, and so on) where a contact can decline all of them individually without anyone noticing they are functionally unreachable.
  • Use to keep marketing contact spend aligned with actual reachability.
Read more on when to use itShow less

Skip it

  • Do not use if you run a single subscription type. marketing-ops-004's unsubscribe sync already covers that simpler case.
  • Do not use this to set marketing contact status back up automatically on re-opt-in. Route reactivation through marketing-ops-016's approval gate instead, since re-adding marketing contacts has a direct cost.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 2 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 · 4 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 · 2 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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