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Multi-year contract mid-term check-in task

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.

Deal6 stepsUpdated for HubSpot seat pricing
OutcomeA deal owner gets a check-in task at the halfway point of any multi-year renewal contract, so a two- or three-year deal does not go silent between signature and its eventual renewal date.
Workflow maprenewal-expansion-020
Deal Closed Won, term 24+ months, check-in not completed leads to Calculate and set Mid-term Check-in Date. Calculate and set Mid-term Check-in Date leads to Wait until check-in date. Wait until check-in date leads to Check-in already completed?. Check-in already completed? leads to No: Create task for deal owner; Yes: No action. Create task for deal owner leads to Notify deal owner. No Yes Deal Closed Won, term 24+ months, check-in not completed Calculate and set Mid-term Check-in Date Wait until check-in date Check-in already completed? Create task for deal owner No action Notify deal owner
Deal Closed Won, term 24+ months, check-in not completed leads to Calculate and set Mid-term Check-in Date. Calculate and set Mid-term Check-in Date leads to Wait until check-in date. Wait until check-in date leads to Check-in already completed?. Check-in already completed? leads to No: Create task for deal owner; Yes: No action. Create task for deal owner leads to Notify deal owner. No Yes Deal Closed Won, term 24+ months, check-in not completed Calculate and set Mid-term Check-in Date Wait until check-in date Check-in already completed? Create task for deal owner No action Notify deal owner

When to use it, when not to

Use it

  • Use it on any Closed Won renewal or new-business deal with a contract term of 24 months or longer.
  • Use it as a lightweight relationship touchpoint, separate from the executive business review cadence in renewal-expansion-024, which targets the period right before renewal rather than the middle of the term.
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Skip it

  • Do not use it on month-to-month or annual contracts. A 12-month or shorter term does not need a mid-term milestone; renewal-expansion-002's reminder cascade already covers the run-up to those renewals.
  • Do not use it if Contract Term Months is not populated on the deal; there is no midpoint to calculate without it.
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The rest of this spec

Prerequisites · 3 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 · 6 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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FreeRenewal deal auto-creation from contract end dateCompany4 steps Executive business review reminder before renewal dateDeal6 steps Renewal reminder cascade to CSM/AM (90/60/30 days before contract end)Company15 steps Next renewal date auto-set on renewal deal Closed WonCompany4 steps

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