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Monthly digest: net new vs churned contacts (database volume health report)

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: Data Hub Professional.

Contact2 stepsUpdated for HubSpot seat pricing
OutcomeOnce a month, an admin gets a message showing how many contacts were newly created that month against how many were marked churned, so database growth is visible as a net figure, not just a raw creation count.
Workflow mapreporting-alerts-030
Monthly schedule: 1st of month, 09:00 leads to Report A: new contacts count, previous month; Report B: churned contacts count, previous month. Report A: new contacts count, previous month leads to Both reports on Monthly Database Health dashboard. Report B: churned contacts count, previous month leads to Both reports on Monthly Database Health dashboard. Both reports on Monthly Database Health dashboard leads to Email sent to Slack channel inbound address. Monthly schedule: 1st of month, 09:00 Report A: new contacts count, previous month Report B: churned contacts count, previous month Both reports on Monthly Database Health dashboard Email sent to Slack channel inbound address
Monthly schedule: 1st of month, 09:00 leads to Report A: new contacts count, previous month; Report B: churned contacts count, previous month. Report A: new contacts count, previous month leads to Both reports on Monthly Database Health dashboard. Report B: churned contacts count, previous month leads to Both reports on Monthly Database Health dashboard. Both reports on Monthly Database Health dashboard leads to Email sent to Slack channel inbound address. Monthly schedule: 1st of month, 09:00 Report A: new contacts count, previous month Report B: churned contacts count, previous month Both reports on Monthly Database Health dashboard Email sent to Slack channel inbound address

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

When to use it, when not to

Use it

  • Use it on any portal that wants a recurring, high-level read on whether the contact database is actually growing, shrinking, or holding steady month over month.
  • Use it as a companion to marketing's new-contact reporting, reporting-alerts-010, which shows growth alone without a churn side.
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Skip it

  • Do not use it if this portal has no defined way to mark a contact as churned. This fiche needs a churn signal to exist first, see Prerequisites. Building the digest without one just shows new contacts against a permanently empty churned column.
  • Do not use it as the single source of truth for subscriber or customer counts if a separate billing or subscription system already tracks that number authoritatively. Treat this as a directional database-health check.
Read more on when to skip itShow less

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 · 2 numbered actions

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

Known pitfalls · 4

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 2 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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