I attached a screenshot of my current sequence I have set up in HubSpot.
Yesterday, my sales rep came to me and said that he ran out of tasks to do on the sequence, and when I checked, I saw this. He conducted 90 calls, but only 43 emails were sent, then from there, only 40 calls were slated for his tasks today.
How do I remove that significant delay in the automated email? I have the window set for 8AM-5PM, and it is important to note that he is in the Philippines and I am in Eastern Standard Time USA.
I want to make it so he makes a call, the call outcome is determined, the automated email fires off, then the next call task becomes due immediately. That way, he can work at his own pace and not be slowed down by the delays.
What is the best way to go about achieving this?
Thanks for your help!
Hey @MDePardo - thanks for posting in the Community!
I’d like to tag in some experts on Sequences to get some insight here.
@franksteiner79, @AdamLPW, and @OPerek-Clark - any thoughts on how @MDePardo can achieve a quicker automated email send time?
Shane, Community Manager
Hi @MDePardo
You can see in your screenshots that all the tasks in your sequence are set to “pause sequence until completed”. So you have two options:
- Your rep needs to mark these as complete so the next step in the sequence gets trigger or
- You uncheck that box
Frank
This is what this looks like in the task settings:
Hi Frank!
Thank you for pointing that out, I was testing around with that setting and I think it was what I was looking for. I got a few different answers when googling what exactly the pause sequence function did but your answer helped clear that up.
Thank you!
Hi @MDePardo
this happens because HubSpot treats automated emails and tasks in sequences as independent timed events rather than instant triggers.
The “1 business day” delay you’re seeing means the system literally waits until the next working window before sending that email, even if the previous call task is done early. The timezone difference between your rep (Philippines) and your sequence’s configured time window (EST 8–5 PM) adds more friction, since the rep’s local hours might already be outside that window when the task completes.
To get what you described, call > auto email > next call immediately, remove the delay between steps and ensure the call tasks don’t pause the sequence once completed. Then, in sequence settings, confirm the “send emails within timeframe” window matches your rep’s working hours. HubSpot explains this in detail here:
(Create and edit sequences )
If you still notice lags, check the account’s timezone under Settings › Account defaults. Aligning both time zones usually clears the perceived delay.
(Manage your user profile and preferences )
Hope this helps your reps keep their rhythm without waiting on HubSpot’s clock.
