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MHarp
Participante

Custom Behavioral Events in Workflows

We created a custom behavioral event called "Attended Event" to report transfer Zoom Meeting attendance records into Hubspot so we could report on our customer's attendance within their weekly groups. For the most part, this works great to create reports of who attended which groups which weeks. 
Custom Behavioral Event Report.png

 

The issue I'm running into is being able to update a property field that notates how many sessions in a row a customer misses. We have a contact property called "Missed in a Row" that I would like to use a workflow to increase by 1 each week a person does not go through the custom behavioral event "Attended Event."

The reason we need this in a seperate field is because our leaders would like a weekly report of how many people have missed their groups weekly (for example, a table of missed twice, missed three times, missed 4 times, etc). 

The problem is that I don't see a way to do this with workflows. Any ideas of what we could do to get this field automatically updated?

(We did hire a developer to assist with this. In addition to the two custom behavioral events, they created a custom object called "Group Attendance" and several contact fields like "total attended" "total missed" "missed in row" "percentage attended" "total occurrences" but their code stopped working in October and it feels like the system is pretty redundant.)

3 Respostas 3
JTBuys
Colaborador(a) | Parceiro Platinum
Colaborador(a) | Parceiro Platinum

Custom Behavioral Events in Workflows

@MHarp, I have a couple of quetions to understand your process a little better.

 

  • Do you know which contacts should be attending a weekly meeting? How do you know this within the CRM?
  • Using your screenshot above, would you like the number of meetings missed in a row to be zero for the first contact and three for the last contact?
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MHarp
Participante

Custom Behavioral Events in Workflows

Hi @JTBuys 

  1. When someone attends the meeting once, they are considered on the roster, and should continue to attend. We have our Meeting Groups listed as Company Records in Hubspot so as soon as someone attends the first time, a workflow associates them to the correct Company Record which lets us know in the CRM that they should be attending a weekly meeting. (We also have a custom object called "Group Attendances" created via a workflow that adds this information, but I find that the Company Record is the best way for us to approach this). 

    If someone's property value "missed in a row" exceeds 12 then we will remove the association to that company record so they are no longer on the roster. 

    We use workflows to manage this process. Screenshots below of the workflow that adds them:

    MHarp_0-1706726411658.png
    MHarp_1-1706726475408.png

     

  2. You are correctly interpreting the information from the report. If someone attends that week then missed in a row would be 0, if someone repeatedly does not attend, then missed in a row would be however many sessions in a row they missed.
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JTBuys
Colaborador(a) | Parceiro Platinum
Colaborador(a) | Parceiro Platinum

Custom Behavioral Events in Workflows

Great, thank you. What do you think of a workflow like below?

This triggers weekly for all contacts in an active list that are on a group roster. I suggest choosing a day and time that no group meetings occur. The contact then goes into a delay for 7 days or until the Attended Forum event occurs. If they attended then you can reset the Missed Meetings property to zero. Otherwise, the Missed Meetings property gets incremented. 

Screenshot 2024-01-31 at 10.59.53 AM.png

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