Need Suggestions to Do LESS Workflows for Our Virtual/Live Events

[JMeyer98]

Our company does live or virtual presentations (like 4-5 a month) where we create a specific landing page for lead capture PER event for attendees to receive free resources from our company (PDFs, tools, spreadsheets etc.). Per each event we create one landing page, one automated email, one workflow and one task for the sales team to followup with the lead. This has created many HubSpot workflows over the years that look almost identical, the only true changes among each are the free resources we tailor to give out to the attendees for that presentation, and the specific task for the sales member (to give them context of where the lead is coming from). How do we make this better and less redundant and bloated? We are running into the issue of hundreds and hundreds of workflows, and any suggestions to make this process better is much appreciated!

[Wesimplifi_]

Hi @JMeyer98,

You can follow these steps for reducing the clutter,

Use Marketing Emails Instead of Separate Automated Emails
If the only thing that changes is the resource, you don’t need a unique email for each event. Create one dynamic email that pulls the right event details and resource link based on contact properties. This way, your workflow stays the same, and the email adapts per event.

Segment Attendees Using Lists
Instead of enrolling people into different workflows, create active lists for each event based on their registration. Your single workflow can then handle sending emails, assigning sales tasks, and updating contact records without needing duplicates.

If You Still Need Multiple Workflows, Clone Smartly
If you absolutely have to keep separate workflows, make use of cloning and minor edits rather than rebuilding them from scratch every time.

This should help cut down the clutter while still giving attendees a seamless experience. Hope this helps

[karstenkoehler · Accepted solution]

Hi @JMeyer98,

Which tool are you using/integrating for virtual events? Do you have an Enterprise subscription with access to custom objects?

Depending on the answer on those questions it's either feasible to move to another, simplified process or not. Generally I would consider 4-5 workflow per month still manageable, especially if you work with a clear naming convention (that lets you identified old workflows) and if you use the workflow setting to auto-turn off workflows (click Settings in the workflow menu, then toggle in the right sidebar). You can then create a filtered workflow view for workflow matching certain keywords or dates that are turned off for easy deletion/archival.

Best regards