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Guarantee period end check and candidate redeployment

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: Sales Hub Professional.

Deal14 stepsUpdated for HubSpot seat pricing
OutcomeBefore the rebate window closes, somebody confirms the placed candidate is still in the seat, and when a placement has failed the candidate goes back into the active pool the same day instead of six weeks later.
Workflow maprecruiting-003
Guarantee end in under 14 days, permanent placement, closed won leads to Outcome = not verified. Outcome = not verified leads to Call task to recruiter, due 2 days. Call task to recruiter, due 2 days leads to Delay 5 business days. Delay 5 business days leads to Guarantee period outcome. Guarantee period outcome leads to Still in seat: Testimonial and repeat brief task to account owner; Not verified: Notify manager, urgent check task; Resigned or terminated: Copy owner to previous recruiter. Copy owner to previous recruiter leads to Copy start date to last placement date. Copy start date to last placement date leads to Redeployment flag true, candidate status available. Redeployment flag true, candidate status available leads to Redeployment call task today. Redeployment call task today leads to Notify account owner, replacement owed. Notify account owner, replacement owed leads to Task: create the backfill deal. Still in seat Not verified Resigned or terminated Guarantee end in under 14 days, permanent placement, closed won Outcome = not verified Call task to recruiter, due 2 days Delay 5 business days Guarantee period outcome Testimonial and repeat brief task to account owner Notify manager, urgent check task Copy owner to previous recruiter Copy start date to last placement date Redeployment flag true, candidate status available Redeployment call task today Notify account owner, replacement owed Task: create the backfill deal
Guarantee end in under 14 days, permanent placement, closed won leads to Outcome = not verified. Outcome = not verified leads to Call task to recruiter, due 2 days. Call task to recruiter, due 2 days leads to Delay 5 business days. Delay 5 business days leads to Guarantee period outcome. Guarantee period outcome leads to Still in seat: Testimonial and repeat brief task to account owner; Not verified: Notify manager, urgent check task; Resigned or terminated: Copy owner to previous recruiter. Copy owner to previous recruiter leads to Copy start date to last placement date. Copy start date to last placement date leads to Redeployment flag true, candidate status available. Redeployment flag true, candidate status available leads to Redeployment call task today. Redeployment call task today leads to Notify account owner, replacement owed. Notify account owner, replacement owed leads to Task: create the backfill deal. Still in seat Not verified Resigned or terminated Guarantee end in under 14 days, permanent placement, closed won Outcome = not verified Call task to recruiter, due 2 days Delay 5 business days Guarantee period outcome Testimonial and repeat brief task to account owner Notify manager, urgent check task Copy owner to previous recruiter Copy start date to last placement date Redeployment flag true, candidate status available Redeployment call task today Notify account owner, replacement owed Task: create the backfill deal

When to use it, when not to

Use it

  • Use it on permanent placements where the terms of business carry a rebate or free replacement period.
  • Use it when Placement start date is filled at Closed Won and the client rebate period is on the company record, because Guarantee end date is calculated from those two.
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Skip it

  • Do not use it on contract or temporary placements. There is no guarantee to expire, the aftercare there is timesheet and extension driven, so filter those out on Placement type.
  • Do not use it as your only aftercare. This fires once, near the end of the window. The regular check in calls come from the cadence in customer-onboarding-013.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 9 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 · 14 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, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

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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