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Event day logistics: SMS with the join link to registrants, WhatsApp template as fallback

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.

Contact12 stepsUpdated for HubSpot seat pricing
OutcomeOn the morning of the event every registrant gets the join link on the channel they agreed to: SMS first, a WhatsApp template when SMS is not possible, email for everyone else.
Workflow mapmessaging-013
Registrant with event start known leads to Delay until event day at 9. Delay until event day at 9 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 with join link; No: WhatsApp consent and number known. Send SMS with join link leads to Stamp last SMS sent and channel sms. WhatsApp consent and number known leads to Yes: Send WhatsApp template and stamp channel whatsapp; No: Send email and set channel email. Yes No Yes No Registrant with event start known Delay until event day at 9 Opted in to SMS and marketing contact and US number Send SMS with join link WhatsApp consent and number known Stamp last SMS sent and channel sms Send WhatsApp template and stamp channel whatsapp Send email and set channel email
Registrant with event start known leads to Delay until event day at 9. Delay until event day at 9 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 with join link; No: WhatsApp consent and number known. Send SMS with join link leads to Stamp last SMS sent and channel sms. WhatsApp consent and number known leads to Yes: Send WhatsApp template and stamp channel whatsapp; No: Send email and set channel email. Yes No Yes No Registrant with event start known Delay until event day at 9 Opted in to SMS and marketing contact and US number Send SMS with join link Stamp last SMS sent and channel sms WhatsApp consent and number known Send WhatsApp template and stamp channel whatsapp Send email and set channel email

When to use it, when not to

Use it

  • Use it for webinars and in-person events where a same-day message with the link or the address lifts attendance.
  • Use it when registrants come from several countries, so one channel cannot cover everyone.
Read more on when to use itShow less

Skip it

  • Do not use it when each registrant has a personal join link. The SMS in this fiche carries one shared link. Personal links belong in the confirmation email, see events-001.
  • Do not expect the SMS branch to reach registrants outside the US. Native Marketing SMS only reaches US numbers that start with +1 and contain 11 digits. Those registrants take the WhatsApp or email branch here. For SMS in other countries, see messaging-018.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 11 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 · 12 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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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 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 Capture WhatsApp opt-in and log verifiable consent before any template is sentContact11 steps

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