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Speed-to-lead SMS within five minutes of a high-intent form, with email fallback when not opted in

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.

Contact10 stepsUpdated for HubSpot seat pricing
OutcomeA lead who submits a demo or pricing form gets a short SMS acknowledgement within five minutes when they opted in, an email when they did not, and the owner gets a call task either way.
Workflow mapmessaging-002
High intent form submitted leads to Delay 1 minute. Delay 1 minute leads to Opted in to SMS and marketing contact and US number. Opted in to SMS and marketing contact and US number leads to Yes: Send SMS acknowledgement; No: Send email acknowledgement and set channel email. Send SMS acknowledgement leads to Stamp last SMS sent and channel sms. Stamp last SMS sent and channel sms leads to Create call task for owner. Send email acknowledgement and set channel email leads to Create call task for owner. Create call task for owner leads to Notify owner. Yes No High intent form submitted Delay 1 minute Opted in to SMS and marketing contact and US number Send SMS acknowledgement Send email acknowledgement and set channel email Stamp last SMS sent and channel sms Create call task for owner Notify owner
High intent form submitted leads to Delay 1 minute. Delay 1 minute leads to Opted in to SMS and marketing contact and US number. Opted in to SMS and marketing contact and US number leads to Yes: Send SMS acknowledgement; No: Send email acknowledgement and set channel email. Send SMS acknowledgement leads to Stamp last SMS sent and channel sms. Stamp last SMS sent and channel sms leads to Create call task for owner. Send email acknowledgement and set channel email leads to Create call task for owner. Create call task for owner leads to Notify owner. Yes No High intent form submitted Delay 1 minute Opted in to SMS and marketing contact and US number Send SMS acknowledgement Stamp last SMS sent and channel sms Send email acknowledgement and set channel email Create call task for owner Notify owner

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 on forms that signal buying intent: demo request, pricing request, contact sales.
  • Use it when the form itself collects SMS consent, so the opt-in exists at the moment of submission (see messaging-003).
Read more on when to use itShow less

Skip it

  • Do not use it on newsletter or content download forms. An SMS after a low-intent form reads as intrusive and burns message segments.
  • Do not use it for leads outside the US. Native Marketing SMS only reaches US numbers that start with +1 and contain 11 digits. For other countries, use the app action in messaging-018 or let the email fallback run.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 9 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 · 10 numbered actions

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

Known pitfalls · 6

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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Read the free SMS and WhatsApp spec

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More in SMS and WhatsApp

25 specs in this section

See all 25 This category, 39 EUR
FreeAppointment reminder by SMS 24 hours before a booked meeting, opted-in contacts onlyContact10 steps Capture SMS consent from a form checkbox into the SMS subscription type with a legal basisContact8 steps SMS outside the US or without the add-on: an app action (Aircall, Sakari, Salesmsg, Dialpad) in place of Send SMS messageContact12 steps Frequency cap: stamp the last SMS and last WhatsApp sent on the contact and block a second send within seven daysContact11 steps

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