topic Re: Workflow Leading Up To Event in Tips, Tricks & Best Practices

Workflow Leading Up To Event

BdeBruyn — Mon, 29 Jan 2024 09:21:20 GMT

Hi There,

I want to create a workflow for sending reminder emails leading up to an event based on a form submission. The emails say five weeks to go, four weeks to go, three weeks to go, and so on... I'm aware that some people might join three weeks before or one week before and they will get sent all the previous emails.

I've read this article, which talks about a date-centred workflow where none of the past emails get sent if it doesn't meet the criteria here: https://community.hubspot.com/t5/Tips-Tricks-Best-Practices/Using-delays-in-workflows-what-if-someone-joins-after-a-specific/m-p/757927#M3209.

How would one set this up?

Thanks,

Brendan

Re: Workflow Leading Up To Event

karstenkoehler — Mon, 29 Jan 2024 09:25:42 GMT

Hi @BdeBruyn,

You can find this right here when creating a workflow 🙂

Details are explained here: https://knowledge.hubspot.com/workflows/create-center-on-a-date-or-center-on-a-date-property-contact-based-workflows

You can also use a regular contact-based workflow and use the "Delay until calendar date" option.

By checking the box at the bottom, you'll get a branch. The left branch for people who arrive at the delay before the date, the right branch for contacts who arrive there after the delay. This looks a little bit more intimidating but can help reduce the number of event workflows, by integrating reminders directly in the workflow that also sends the registration confirmation. Let me know if you want more detail here.

Best regards!

Re: Workflow Leading Up To Event

BdeBruyn — Mon, 29 Jan 2024 09:37:46 GMT

Thanks, Karsten. This is great. Could you go into more detail about the below option? Think that would be a more strategic solution that I would like to use in future. 🙂

Re: Workflow Leading Up To Event

karstenkoehler — Mon, 29 Jan 2024 09:48:33 GMT

Hi @BdeBruyn,

Using the action options I shared in my earlier reply ("Yes, add a branch"), this is what such a workflow could look like:

This workflow assumes an event on Feb 8th.

Let me know if you have any follow-up questions!

Re: Workflow Leading Up To Event

BdeBruyn — Tue, 30 Jan 2024 07:15:06 GMT

This is brilliant! Thanks Karsten.

Re: Workflow Leading Up To Event

YPetevis — Sun, 22 Sep 2024 20:55:55 GMT

Hey there! Event marketing can be exciting, but it also has its challenges. If you want to streamline your process for sending reminder emails after form submissions, consider integrating momencio with HubSpot. This powerful combination will help you stay organized and improve your event communications, especially if you want to enhance your event marketing efforts. With momencio’s excellent lead capture features and HubSpot’s useful automation tools, you can personalize your reminders in a friendly and non-overwhelming manner for your attendees. Hope this helps!