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New listing alert to matching buyers, with open tracking and an agent task

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Enterprise

Seat pricing: Enterprise 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 Enterprise.

Custom4 stepsUpdated for HubSpot seat pricing
OutcomeThe minute a property goes live, every registered buyer whose budget, area and property type fit gets the listing by email, and the agent gets a task on the ones who opened it.
Workflow mapreal-estate-002
Listing status becomes Active leads to Delay 15 min. Delay 15 min leads to Custom code: search matching buyers. Custom code: search matching buyers leads to Write listing fields on each contact, add to queue list. Write listing fields on each contact, add to queue list leads to Matches found?. Matches found? leads to zero: Task for the listing agent; one or more: Contact joins New listing alert queue. Contact joins New listing alert queue leads to Send alert email. Send alert email leads to Delay 2 days. Delay 2 days leads to Email opened?. Email opened? leads to yes: Call task for the owner, lead status moves; no: Horizon under 6 months?. Call task for the owner, lead status moves leads to Remove from queue list. Horizon under 6 months? leads to yes: Low priority check task; no: No action. Low priority check task leads to Remove from queue list. No action leads to Remove from queue list. zero one or more yes no yes no Listing status becomes Active Delay 15 min Custom code: search matching buyers Write listing fields on each contact, add to queue list Matches found? Task for the listing agent Contact joins New listing alert queue Send alert email Delay 2 days Email opened? Call task for the owner, lead status moves Horizon under 6 months? Low priority check task No action Remove from queue list
Listing status becomes Active leads to Delay 15 min. Delay 15 min leads to Custom code: search matching buyers. Custom code: search matching buyers leads to Write listing fields on each contact, add to queue list. Write listing fields on each contact, add to queue list leads to Matches found?. Matches found? leads to zero: Task for the listing agent; one or more: Contact joins New listing alert queue. Contact joins New listing alert queue leads to Send alert email. Send alert email leads to Delay 2 days. Delay 2 days leads to Email opened?. Email opened? leads to yes: Call task for the owner, lead status moves; no: Horizon under 6 months?. Call task for the owner, lead status moves leads to Remove from queue list. Horizon under 6 months? leads to yes: Low priority check task; no: No action. Low priority check task leads to Remove from queue list. No action leads to Remove from queue list. zero one or more yes no yes no Listing status becomes Active Delay 15 min Custom code: search matching buyers Write listing fields on each contact, add to queue list Matches found? Task for the listing agent Contact joins New listing alert queue Send alert email Delay 2 days Email opened? Call task for the owner, lead status moves Horizon under 6 months? Low priority check task No action Remove from queue list

When to use it, when not to

Use it

  • Use it when buyers register criteria with you and expect to hear about a property before it reaches the public portals.
  • Use it when listings live in the portal as records, through a feed or manual entry, so a status change is something a workflow can see.
Read more on when to use itShow less

Skip it

  • Do not use it if buyer criteria are free text in a note. The match reads properties, and no amount of automation will rescue a budget written as "around 400 maybe more".
  • Do not use it as a newsletter. One email per matching listing beats a weekly digest here, and a digest needs a different build entirely.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 8 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 7 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 4 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 7

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 3 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, code

The properties JSON lists the fields to create. The workflow JSON documents the build.

Install · By hand

This workflow runs on a custom object that only exists in your portal. Build it from the spec; the one-click installer does not cover it.

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One-time, excl. VAT. 30-day refund. Installs in 3 portals. Founding price until 30 November.

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