Sure, here a few steps that may help:
- First, verify if your HubSpot account has the Google Sheets app linked. Go to the app marketplace, search for Google Sheets, and install it. If it’s already installed, you will need to know who installed it. Google Sheets will only appear as an option in workflows if the sheet is shared with the person who installed the app on your HubSpot account.
- Create a user-based workflow.
- Set the trigger to “when an event occurs” with the following criteria. You can add filters if needed. In my case, I added filters for the main teams in HubSpot.
- Enable re-enrollment by turning on the option to “Allow users to re-enroll after completing the workflow.”
Create a Google Sheets action, which will be at the bottom of the menu that appears on the left. In the action, choose your spreadsheet, the worksheet, and the headers or columns you want to log. For each column, map the corresponding user properties. In my case, I used the following user properties:
- Name (choose the “full name” option)
- Availability Status
- Object last modified date/time (logs the time of the status change)
- Updated by user ID (logs the ID of the person who made the last change)
This setup works well in most cases, but if a user changes their availability status very quickly (several times in a short period), it may log incorrect information. This can happen because the workflow might not have enough time to complete before the next change is registered. However, this is generally not an issue, as it’s rare for users to switch their availability that rapidly. In most cases, the workflow functions reliably.