Hi everyone,
We’re trying to streamline how we assign lead ownership for contacts who register for our Eventbrite events, and we’re running into a challenge I’m hoping someone here has either solved before, or can offer some advice.
Here’s our setup:
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We have a branch in our lead ownership workflow dedicated to Eventbrite registrations.
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Each event has a different host, and we want any contact who registers for an event to be automatically assigned to that event’s host.
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During setup, we manually add the event name in a “contains” filter in the workflow branch.
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The logic checks:
- If the last registered event source is Eventbrite
- If the event name matches
- If the registration date was within the last 10 days
- Then → assign ownership to the host.
This works most of the time, but the main issue is timing. Sometimes there’s a delay between when HubSpot updates the “last registered event” property and when the workflow evaluates enrollment. When that happens, the workflow skips the assignment branch entirely, and the contact never gets routed to the right owner.
We could add a delay step to wait for the property update, but we’d prefer not to slow down lead assignment since we want reps to get new contacts as quickly as possible.
Question: Has anyone dealt with a similar delay issue before? Are there better practices or workflow structures that ensure ownership is assigned correctly without adding a delay?
Thanks in advance… any insights or solutions are greatly appreciated!
what if you stopped triggering the workflow on the registration (the fast event) and instead, you triggered it on the data you’re waiting for (the slow event)?
Instead of using the registration as the trigger, you could change your workflow’s enrollment trigger to “When a contact property is updated” and have it specifically watch the last registered event property.
That way, your workflow can’t even start until after the Eventbrite sync has done its job and put the new event name on the contact. The data would always be there and be correct when the workflow runs.
Do you think that would clear up the timing issue for you?
Hey, @danlowney 
This is a challenge for sure. It sounds like you are running into a race condition where sometimes the backend has a slight lag updating your new event details. From a documentation perspective, adding a 5-10 minute delay is the best practice to avoid this from happening. And we’ll leave this open in case other community members have other suggestions for you. Talk soon! — Jaycee
Thank you so much for your reply! I really like this approach.
The one challenge we’re running into is that this logic lives inside a larger lead flow workflow that handles all of our incoming leads, not just Eventbrite ones. Leads can also enter from other sources, and if we can’t match them to certain additional criteria we’ve set up (like specific landing page forms), we automatically route them to whoever is in the store that day.
Because of that, I’m not sure how to implement your idea without changing the main workflow’s trigger.
Do you think there’s a way to incorporate this “trigger-on-property-update” logic just for Eventbrite in a branch we call “Auto Assign Special Ownership,” without needing to adjust the overall workflow enrollment trigger?
Thanks again for your reply.
Ah. Consider this then:
First, you’ll add an if/then branch that splits off any leads where the Original Source (or whatever your property is called) is Eventbrite. For those specific leads, the very next step is a Delay until a property changes action.
You’ll set it to just wait until the Last Registered Event (what yours is named) property actually has a value (is known). Once that step is complete, all your normal logic for checking the event name and assigning the right owner can run. All your other non-Eventbrite leads will just bypass this and get routed immediately like they do now.
I know it sounds like we’re just adding a delay back in, but we’re not—not really. A fixed “5-minute delay” is a blind guess that’s either too slow or might still fail. This is more of a “smart wait.” It tells HubSpot to pause for the exact amount of time it takes for the Eventbrite data to show up, whether that’s two seconds or thirty. This way, you’re guaranteeing the workflow has the data it needs before it acts, which makes it 100% reliable without slowing things down any more than absolutely necessary.
Hey Dan - I’m the one that helped you earlier on this problem. I’m wondering if you can do something to help me out. My partner Ross and I are brainstorming HubSpot problems to solve--gap filler type stuff.
Would you be open to a 20-30 minute “virtual coffee” where we can pick you brain? This is 100% ABSOLUTELY not a sales call. We’re doing research.
Hi Dan,
I hope the solution I shared a few weeks ago has been working well for you. I’m reaching out because my business partner Ross and I are conducting research on HubSpot pain points, and your perspective would be incredibly valuable.
Would you have 20-30 minutes for a quick call or Zoom chat? To be clear, we’re not selling anything—we’re developers trying to identify gaps in the HubSpot ecosystem that need addressing.
If you’re open to it, feel free to email us at rossandjohn3@gmail.com or reply here with the best way to reach you.
Thanks for considering it!
John
