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Frequency cap: stamp the last SMS and last WhatsApp sent on the contact and block a second send within seven days

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.

Contact11 stepsUpdated for HubSpot seat pricing
OutcomeEvery workflow that sends an SMS or a WhatsApp template writes the send date on the contact, and a guard branch placed before each send blocks a second message inside seven days.
Workflow mapmessaging-020
Contact enters a sending workflow leads to SMS or WhatsApp sent in the last 7 days. SMS or WhatsApp sent in the last 7 days leads to Yes: Count the block and end; No: SMS opt-in and marketing contact and US number. SMS opt-in and marketing contact and US number leads to Yes: Send SMS then stamp SMS date; No: WhatsApp opt-in and number. WhatsApp opt-in and number leads to Yes: Send template then stamp WhatsApp date; No: End with no message. Yes No Yes No Yes No Contact enters a sending workflow SMS or WhatsApp sent in the last 7 days Count the block and end SMS opt-in and marketing contact and US number Send SMS then stamp SMS date WhatsApp opt-in and number Send template then stamp WhatsApp date End with no message
Contact enters a sending workflow leads to SMS or WhatsApp sent in the last 7 days. SMS or WhatsApp sent in the last 7 days leads to Yes: Count the block and end; No: SMS opt-in and marketing contact and US number. SMS opt-in and marketing contact and US number leads to Yes: Send SMS then stamp SMS date; No: WhatsApp opt-in and number. WhatsApp opt-in and number leads to Yes: Send template then stamp WhatsApp date; No: End with no message. Yes No Yes No Yes No Contact enters a sending workflow SMS or WhatsApp sent in the last 7 days Count the block and end SMS opt-in and marketing contact and US number Send SMS then stamp SMS date WhatsApp opt-in and number Send template then stamp WhatsApp date End with no message

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 as soon as two workflows can message the same contact: a reminder and an offer, a renewal notice and a reactivation.
  • Use it as plumbing. This spec is a block, not a campaign. Build it once as the reference workflow below, then copy the guard branch and the stamp actions into every workflow that sends.
Read more on when to use itShow less

Skip it

  • Do not put the cap on messages the contact is waiting for, such as an appointment reminder or a ticket update. Stamp those sends, but skip the guard, so they still go out and still count for the next promotional send.
  • Do not use native SMS for numbers outside the US. Native Marketing SMS only reaches US numbers that start with +1 and contain 11 digits. For other countries the same guard and stamp wrap the app action in messaging-018.
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 · 11 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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