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Notify the SDR manager when a rep has zero active sequence enrollments for a full week

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.

Contact6 stepsUpdated for HubSpot seat pricing
OutcomeThe SDR manager finds out a rep has had nobody in an active sequence for a full week without asking each rep or opening the sequence performance tab one by one.
Workflow mapsales-ops-036
Weekly schedule fires leads to Already run this week?. Already run this week? leads to Yes: End, no action; No: Custom code: count active enrollments per SDR. Custom code: count active enrollments per SDR leads to Any rep at zero?. Any rep at zero? leads to Yes: Notify SDR manager with flagged reps; No: End, no action. Notify SDR manager with flagged reps leads to Set Zero enrollment alert run date. End, no action leads to Set Zero enrollment alert run date. Yes No Yes No Weekly schedule fires Already run this week? End, no action Custom code: count active enrollments per SDR Any rep at zero? Notify SDR manager with flagged reps End, no action Set Zero enrollment alert run date
Weekly schedule fires leads to Already run this week?. Already run this week? leads to Yes: End, no action; No: Custom code: count active enrollments per SDR. Custom code: count active enrollments per SDR leads to Any rep at zero?. Any rep at zero? leads to Yes: Notify SDR manager with flagged reps; No: End, no action. Notify SDR manager with flagged reps leads to Set Zero enrollment alert run date. End, no action leads to Set Zero enrollment alert run date. Yes No Yes No Weekly schedule fires Already run this week? End, no action Custom code: count active enrollments per SDR Any rep at zero? Notify SDR manager with flagged reps End, no action Set Zero enrollment alert run date

When to use it, when not to

Use it

  • Use it as an early-warning check for pipeline generation activity dropping to zero, not as a full activity report; pair it with sales-ops-023 or sales-ops-046 if you need the fuller picture.
  • Use it when your SDR team's job is largely sequence-driven outbound, so zero active enrollments is a meaningful signal rather than normal variation.
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Skip it

  • Do not use it for reps whose role is mostly inbound follow-up or account management; zero sequence enrollments is expected and not a problem for them.
  • Do not use it on a large team without testing first; the custom code action queries enrollment counts per rep in a single run and can approach the workflow custom code action's execution time limit on larger teams. (check in your portal: exact execution time limit for custom coded actions, commonly around 20 seconds, may not be enough for a large team's worth of API calls in one run)
Read more on when to skip itShow less

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 · 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, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

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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