Using delays in workflows - what if someone joins after a specific date send?

[Louisegbennett7]

Hi I am setting up a simple workflow to send a series of emails in the lead-up to an event. I have set this up to be centred on a specific date. 

I have added a delay step to send emails on specific dates, for example 21st Feb, 2nd March, 15th March and so on. 

I'm a little worried about what will happen if a contact enrols after say 15th March, will they receive the emails from 21st Feb, 2nd March and 15th March all at once? 

We experienced this with a webinar workflow recently. Someone signed up just before the webinar began and received the confirmation email, 24 hr reminder and 1 hr reminder all at once. This workflow wasn't centred on a specific date though. 

There doesn't seem to be a way of testing this, please can someone advise. Thank you. 

[CLenart]

Hi there,

What trigger are you using? If you are using a form trigger i think you can do a workflow with

Trigger

+ if / then branch

Where you add Form submission (your form) + range date (from date - to date)

So you will end up having 4 branches. 3 you set for the initial dates and the last one which is None, which should be for everyone that fills in the form starting 16th of March.

Don't forget about the re-enrollment (for form submission triggers).

Have a good day.

[karstenkoehler · Accepted solution]

Hi @Louisegbennett7,

You're assumption is correct. I also tested this recently and had it confirmed by HubSpot support. If a contact is in a regular workflow with delays until calendar dates, they will not skip actions that are in the past if they join late. In a date-centered workflow, the opposite is the case. If a contact joins late, actions in the past will be skipped.

In other words, you'll always need at least two workflows for an event. One that sends the confirmation email immediately, another one that takes care of the week before, day before, day of reminders.

Best regards!

[grantmcinnes]

Can I get clarification on what a date-centered workflow is? Is it the specific date choice in the below screenshot?

[Louisegbennett7]

Thank you for your help @karstenkoehler