Hi there,
I am trying to create a workflow that sends out event emails and follow-up emails. I was wondering how branching behaves in workflows. I have done some research but have not found a definitive answer.
I have made a screenshot of the following setup:
My question: does the branching keep checking for a change in the contacts status? if so, the contacts get an email with a form and as long as they don’t submit the form they flow into ‘not yet attending’ but do they flow back to attending once they submit the form or do I need to preform this check again later in the workflow?
Thanks in advance.
Hi @Wijtmans,
The first important thing is to understand that HubSpot executes these actions within seconds - HubSpot does by default not wait, unless you add delays. In your case, for example, it would mean that all contacts go down the right branch as they didn’t even have time to submit the form.
As another tip, I’d recommend splitting invitation and confirmation/reminders. It’s simply easier to manage and reduces the risk of errors.
- Event invitations can typically be sent as a one-time regular email, not an automated email.
- In a workflow you would then enroll contacts who submit the registration form, immediately send the confirmation email, then use delays to space out reminders to attend. Here are the actions in order:
- Enroll based on form submission
- Send automated email (confirmation email)
- Delay until calendar date, 7 days (for example) before the event, send 7-days-out-reminder*
- Delay until calendar date, 1 day (for example) before the event, send 1-day-out reminder*
* When adding these delays, HubSpot will show you a checkbox for contacts that arrive at the delay later than the specified date. Check the box and use the “Go to other action” workflow action to skip the corresponding reminder.
For an event on Feb 29th, it could look like this:
The resolution is quite bad, unfortunately, the export feature crops the workflow; this is a screenshot, for lack of a better option.
Let me know if you have any follow-up questions and whether I should review another version of your workflow.
Best regards!
I see that’s where i went wrong. So i would be better of to make a workflow for submitted contacts as you sugested and a seperate workflow for contacts that have not submitted the form.
How about this setup for non submitted contacts:
- Make dynamic list with contacts that are in the send pool and filter out the contacts that have submitted.
- put in a delay for couple weeks
- workflow sends out reminder email to the people still in the dynamic list.
- put in a delay for couple weeks
- workflow sends out reminder email to the people still in the dynamic list.
Would that be more efficient in my case?
Hi @Wijtmans,
Yes, you could create one workflow that sends invitiations and unenrolls contacts immediately when they submit the form.
There’s not need for a list here. Simply enroll contacts, send invitation 1, wait, send invitation 2, wait, send invitation 3. Now, simply specify the registration form submission as a workflow goal: Use goals in contact-based workflows
The moment a contact submits the form, they’ll be removed from the workflow automatically and won’t receive further invitations.
For the contacts that submit the form, I shared an example in my earlier reply.
If you found my replies helpful, please mark them as accepted solutions. It really helps other community members and me, too! 
This way of building makes more sense. Thank you for your help!
