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Auto-renewal opt-out window reminder before lock-in date

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.

Company8 stepsUpdated for HubSpot seat pricing
OutcomeThe account owner gets a reminder while there is still time to decide, before a contract's auto-renewal clause locks the account into another term without anyone choosing it on purpose.
Workflow maprenewal-expansion-009
Company: Customer, lock-in date under 30 days, no reminder sent yet leads to Set Opt-Out Reminder Sent = true. Set Opt-Out Reminder Sent = true leads to Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Wait 23 days. Wait 23 days leads to Decision confirmed?. Decision confirmed? leads to no: Escalate: task + notify renewals team; yes: No action, workflow ends. no yes Company: Customer, lock-in date under 30 days, no reminder sent yet Set Opt-Out Reminder Sent = true Create task for owner Notify owner Wait 23 days Decision confirmed? Escalate: task + notify renewals team No action, workflow ends
Company: Customer, lock-in date under 30 days, no reminder sent yet leads to Set Opt-Out Reminder Sent = true. Set Opt-Out Reminder Sent = true leads to Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Wait 23 days. Wait 23 days leads to Decision confirmed?. Decision confirmed? leads to no: Escalate: task + notify renewals team; yes: No action, workflow ends. no yes Company: Customer, lock-in date under 30 days, no reminder sent yet Set Opt-Out Reminder Sent = true Create task for owner Notify owner Wait 23 days Decision confirmed? Escalate: task + notify renewals team No action, workflow ends

When to use it, when not to

Use it

  • Use it for contracts that auto-renew unless someone cancels or renegotiates before a fixed cutoff date, which is common in multi-year or annual agreements.
  • Use it alongside renewal-expansion-001, not instead of it. This workflow protects the decision window; renewal-expansion-001 creates the actual renewal deal once the account is confirmed to continue.
Read more on when to use itShow less

Skip it

  • Do not use it for month-to-month or non-auto-renewing contracts. There is no lock-in date to react to, and every account would need to be manually excluded.
  • Do not treat the reminder alone as a decision. Someone still has to confirm renew or opt out; this workflow only makes sure that conversation happens on time.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 5 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 · 8 numbered actions

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

Known pitfalls · 5

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

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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