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Seat or license utilization tracking for expansion opportunity

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.

Company7 stepsUpdated for HubSpot seat pricing
OutcomeAn account owner gets a task the moment an account's active seat usage crosses a set share of its purchased seats, turning a quiet usage number into a timed expansion conversation.
Workflow maprenewal-expansion-021
Seat Utilization Percent >= 80%, not yet flagged leads to Set Seat Expansion Flagged = true. Set Seat Expansion Flagged = true leads to Create task for company owner. Create task for company owner leads to Notify company owner. Notify company owner leads to Wait 30 days. Wait 30 days leads to Utilization now below 80%?. Utilization now below 80%? leads to Yes: Reset flag to false; No: No action, stays flagged. Yes No Seat Utilization Percent >= 80%, not yet flagged Set Seat Expansion Flagged = true Create task for company owner Notify company owner Wait 30 days Utilization now below 80%? Reset flag to false No action, stays flagged
Seat Utilization Percent >= 80%, not yet flagged leads to Set Seat Expansion Flagged = true. Set Seat Expansion Flagged = true leads to Create task for company owner. Create task for company owner leads to Notify company owner. Notify company owner leads to Wait 30 days. Wait 30 days leads to Utilization now below 80%?. Utilization now below 80%? leads to Yes: Reset flag to false; No: No action, stays flagged. Yes No Seat Utilization Percent >= 80%, not yet flagged Set Seat Expansion Flagged = true Create task for company owner Notify company owner Wait 30 days Utilization now below 80%? Reset flag to false No action, stays flagged

When to use it, when not to

Use it

  • Use it on seat-based or license-based products where purchased and active counts are both tracked as properties on the company record.
  • Use it as the detection layer that feeds renewal-expansion-014 (upgrade conversation task at the seat limit) with an earlier warning, at a lower threshold than the hard limit.
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Skip it

  • Do not use it on usage-based (consumption, API call) products; that pattern belongs with renewal-expansion-030 instead, since a call-volume spike is not the same signal as filled seats.
  • Do not use it if seat counts are not synced anywhere in HubSpot. This workflow reads two number properties; it does not calculate usage from an external system directly.
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The rest of this spec

Prerequisites · 4 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 · 7 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 · 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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FreeRenewal deal auto-creation from contract end dateCompany4 steps Usage nearing plan or seat limit triggers upgrade conversation taskCompany3 steps Usage spike triggers proactive expansion outreach taskCompany7 steps Renewal reminder cascade to CSM/AM (90/60/30 days before contract end)Company15 steps

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