Hello Community Members,
I need help on this.
IN Hubspot - I need to develop a calendar for all the Email sends (includes single and multi sends with different fixed dates)
The multi-sends we do are for webinars and events, which basically send the same email 3 times. But I have all the dates beforehand. I put them in the workflow. But I don’t see the scheduled multi-send emails(2nd and 3rd send) in the HubSpot calendar. How to get this fixed?
Emails scheduled via workflow actions don’t appear in the HubSpot Marketing Calendar as individual entries. Only standalone scheduled marketing emails (sent directly through the Email tool) show up there.
You could schedule each send as a separate scheduled marketing email with its fixed date rather than using workflow delays, which will then populate the calendar correctly.
Thank you for your response. Can we create a workflow type to Contact Date Property or Fixed Date?
Hey @Vidya3050 , yeah this is a known gap, workflow emails just don’t populate the marketing calendar no matter what you do with delays or fixed dates. One thing that works well alongside the workflow approach (so you don’t have to rebuild everything as standalone sends) is using Campaign Tasks. If you go to Marketing > Campaigns, create a campaign for each webinar, then add tasks under it with the content type set to Email and the due dates matching your actual send dates. Those tasks show up on the marketing calendar, so you get the visibility you need without having to pull the emails out of the workflow (Create and assign tasks from the campaigns tool).
It’s a bit of manual setup upfront but since you said you already have all the dates beforehand it shouldn’t be too bad. And grouping everything under a campaign also makes it easier to report on the full webinar performance across all three sends in one place. If you have a ton of these though and the manual task creation gets tedious, the other option is what was already suggested, scheduling each as a standalone email which auto populates the calendar but then you lose the workflow logic. Note This response was written based on my own experience and lightly reformatted with AI for clarity.
Hope that helps!