Outcome. An 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 map
Enrollment, branches and actions at a glance
renewal-expansion-021
flowchart TD
A[Seat Utilization Percent >= 80%, not yet flagged] --> B[Set Seat Expansion Flagged = true]
B --> C[Create task for company owner]
C --> D[Notify company owner]
D --> E[Wait 30 days]
E --> F{Utilization now below 80%?}
F -->|Yes| G[Reset flag to false]
F -->|No| H[No action, stays flagged]
When to use it, when not to
- UseUse it on seat-based or license-based products where purchased and active counts are both tracked as properties on the company record.
- UseUse 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.
- SkipDo 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.
- SkipDo 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.
The preview ends here. Six sections are in the library.
counted, not blurred
PrerequisitesEvery property with its label, internal name, type and options, plus the assets the workflow needs before you start.4 items
EnrollmentThe trigger, the criteria exactly as they are ticked in the UI, the re-enrollment rule and the suppression list.4 parts
StepsEach action in order with its parameters, its branches and its delays, written as you tick them.7 numbered actions
Known pitfallsTraps seen in production, each with what breaks and what to do instead.5 pitfalls
Test plan, variants and build specHow to prove it works in a test portal, where to look when it does not, the variants for other objects or tiers, and the YAML build spec.3 variants, 3 sections
FilesThe properties JSON creates the fields in one API call, the workflow JSON documents the build.PDF, Markdown, JSON
Install1 click. The installer creates the properties this spec declares and the workflow itself, switched off, then opens a task for the prerequisites that are assets rather than properties, such as a team, a static list or a marketing email. What it created is listed on the install page.1 click, switched off
Unlock the full library,
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One-time, excl. VAT. 30-day refund, no questions asked. Founding prices until 31 October, then 199 and 59 EUR. Includes every spec added later, up to the full 500, and the one-click installer on the full library. Building on client portals? The agency licence at 449 EUR covers unlimited client portals.
