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Renewal reminder SMS at 30 and 7 days before expiration, suppressed once renewed

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.

Contact13 stepsUpdated for HubSpot seat pricing
OutcomeA customer whose plan or contract expires gets one SMS at 30 days and one at 7 days before the date, and neither is sent once the renewal is recorded.
Workflow mapmessaging-008
Renewal date known and not renewed leads to Delay until 30 days before. Delay until 30 days before leads to Not renewed and SMS eligible. Not renewed and SMS eligible leads to Yes: Send renewal email and first SMS; No: Delay until 7 days before. Send renewal email and first SMS leads to Delay until 7 days before. Delay until 7 days before leads to Not renewed and SMS eligible. Not renewed and SMS eligible leads to Yes: Send second SMS; No: Call task if still not renewed. Yes No Yes No Renewal date known and not renewed Delay until 30 days before Not renewed and SMS eligible Send renewal email and first SMS Delay until 7 days before Not renewed and SMS eligible Send second SMS Call task if still not renewed
Renewal date known and not renewed leads to Delay until 30 days before. Delay until 30 days before leads to Not renewed and SMS eligible. Not renewed and SMS eligible leads to Yes: Send renewal email and first SMS; No: Delay until 7 days before. Send renewal email and first SMS leads to Delay until 7 days before. Delay until 7 days before leads to Not renewed and SMS eligible. Not renewed and SMS eligible leads to Yes: Send second SMS; No: Call task if still not renewed. Yes No Yes No Renewal date known and not renewed Delay until 30 days before Not renewed and SMS eligible Send renewal email and first SMS Delay until 7 days before Not renewed and SMS eligible Send second SMS Call task if still not renewed

When to use it, when not to

Use it

  • Use it for self-serve or small-account renewals where the customer acts alone: memberships, policies, annual plans.
  • Use it as the customer-facing layer next to renewal-expansion-002, which reminds the account owner, and renewal-expansion-001, which creates the renewal deal.
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Skip it

  • Do not use it for negotiated enterprise renewals. A generic SMS in the middle of a negotiation works against the account owner.
  • Do not use it for customers 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.
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The rest of this spec

Prerequisites · 10 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 · 13 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 · 8 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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FreeAppointment reminder by SMS 24 hours before a booked meeting, opted-in contacts onlyContact10 steps SMS outside the US or without the add-on: an app action (Aircall, Sakari, Salesmsg, Dialpad) in place of Send SMS messageContact12 steps Capture SMS consent from a form checkbox into the SMS subscription type with a legal basisContact8 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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