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Trigger the demo-call playbook task when a deal enters the Demo stage

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.

Deal1 stepUpdated for HubSpot seat pricing
OutcomeThe moment a deal reaches the Demo stage, the owner gets a task linking to the demo playbook, so prep starts before the call gets booked instead of the night before.
Workflow mapsales-ops-019
Deal stage changes to Demo leads to Create demo playbook task for deal owner. Deal stage changes to Demo Create demo playbook task for deal owner
Deal stage changes to Demo leads to Create demo playbook task for deal owner. Deal stage changes to Demo Create demo playbook task for deal owner

When to use it, when not to

Use it

  • Use it when your pipeline has a distinct Demo (or equivalent) stage and reps consistently move deals into it before scheduling the actual call.
  • Use it as a complement to sales-ops-018 (discovery playbook on deal creation); together they cover the two most common playbook moments without a rep needing to remember either one.
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Skip it

  • Do not use it if your pipeline stage names or order change often; a hardcoded stage-name filter breaks silently when a stage gets renamed, and the workflow keeps running against a stage that no longer means "demo."
  • Do not use it if some deals skip the Demo stage entirely (fast-track deals); this workflow only fires on stage entry, so a skipped stage means no task and no prompt to prep.
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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 · 1 numbered action

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 · 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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