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Phone hygiene before messaging: validate and format the number, branch out bad numbers

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
OutcomeEvery contact carries a phone status that says whether the number can receive a native SMS, a WhatsApp template, or nothing, so sending workflows branch on one field instead of guessing from the raw number.
Workflow mapmessaging-009
Phone number changed or contact created leads to Mobile and phone both empty. Mobile and phone both empty leads to Yes: Set status missing; No: Validate and format phone number. Validate and format phone number leads to Mobile number prefix. Mobile number prefix leads to Plus 1: Set status us ready; Other country code: Set status international; No country code: Set status invalid and add to review list and create task. Yes No Plus 1 Other country code No country code Phone number changed or contact created Mobile and phone both empty Set status missing Validate and format phone number Mobile number prefix Set status us ready Set status international Set status invalid and add to review list and create task
Phone number changed or contact created leads to Mobile and phone both empty. Mobile and phone both empty leads to Yes: Set status missing; No: Validate and format phone number. Validate and format phone number leads to Mobile number prefix. Mobile number prefix leads to Plus 1: Set status us ready; Other country code: Set status international; No country code: Set status invalid and add to review list and create task. Yes No Phone number changed or contact created Mobile and phone both empty Set status missing Validate and format phone number Mobile number prefix Plus 1 Set status us ready Other country code Set status international No country code Set status invalid and add to review list and create task

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 before any SMS or WhatsApp workflow goes live. A send to a number without a country code fails without an alert.
  • Use it when numbers arrive from forms, imports and integrations in mixed formats.
Read more on when to use itShow less

Skip it

  • Do not use it as your general phone normalization. Formatting for reports and dialing is covered in data-quality-003. This fiche only decides messaging readiness.
  • Do not read us_ready as "can be texted anywhere". Native Marketing SMS only reaches US numbers that start with +1 and contain 11 digits. For other countries, the status international points to WhatsApp or to the app action in messaging-018.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 6 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 · 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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