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WhatsApp number capture: copy the opted-in mobile number into WhatsApp Phone Number in the right format

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
OutcomeEvery contact who opted in to WhatsApp has a formatted number in the WhatsApp Phone Number property, and numbers that cannot be used are flagged for a human instead of failing silently at send time.
Workflow mapmessaging-015
Opted in to WhatsApp with no WhatsApp number leads to Validate and format mobile number. Validate and format mobile number leads to Number starts with a plus sign. Number starts with a plus sign leads to Yes: Copy to WhatsApp Phone Number and set status copied; No: Set status needs review and task for owner. Copy to WhatsApp Phone Number and set status copied leads to WhatsApp number is known after 5 minutes. WhatsApp number is known after 5 minutes leads to No: Notify marketing ops; Yes: End. Yes No No Yes Opted in to WhatsApp with no WhatsApp number Validate and format mobile number Number starts with a plus sign Copy to WhatsApp Phone Number and set status copied Set status needs review and task for owner WhatsApp number is known after 5 minutes Notify marketing ops End
Opted in to WhatsApp with no WhatsApp number leads to Validate and format mobile number. Validate and format mobile number leads to Number starts with a plus sign. Number starts with a plus sign leads to Yes: Copy to WhatsApp Phone Number and set status copied; No: Set status needs review and task for owner. Copy to WhatsApp Phone Number and set status copied leads to WhatsApp number is known after 5 minutes. WhatsApp number is known after 5 minutes leads to No: Notify marketing ops; Yes: End. Yes No No Yes Opted in to WhatsApp with no WhatsApp number Validate and format mobile number Number starts with a plus sign Copy to WhatsApp Phone Number and set status copied WhatsApp number is known after 5 minutes Notify marketing ops End Set status needs review and task for 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 when forms and imports fill Mobile phone number but nothing fills WhatsApp Phone Number, so templates have no number to send to.
  • Use it as the step between consent capture (messaging-004) and any WhatsApp send (messaging-005, messaging-007, messaging-019).
Read more on when to use itShow less

Skip it

  • Do not use it to copy numbers for contacts who have not opted in to WhatsApp. A number in the property is not consent, and a populated property makes an accidental send possible.
  • Do not use it when the mobile number and the WhatsApp number are often different in your market. Ask for the WhatsApp number on the opt-in form instead and skip the copy.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 7 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 · 6 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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