RedPandas. Generate leads and close sales.

A free HubSpot build guide

The 12‑Workflow Pack

Twelve sales and marketing workflows you can build in HubSpot this week. Each one uses standard properties, needs no code, and takes about ten minutes. Follow the steps and the diagram, and you are done.

Before you build

An hour of setup saves an afternoon of fixing

What you need

  • Sales Hub or Marketing Hub on Professional or Enterprise.
  • Marketing Hub Pro for the emails in 01, 08, 11 and 12. On Sales Hub only, swap each email for a task.
  • A sales team set up under Settings, Users & Teams (02 and 03).

Create these first

  • Company dropdown property Company tier (04).
  • Static contact list Hot leads (06).
  • Seven automated marketing emails (01, 08, 11, 12). Set a subscription type on each, then publish.

Switching on

Build everything switched off, then test each workflow on a test contact or deal.

When you turn a workflow on, HubSpot asks whether to enrol records that already meet the trigger. Choose No for every workflow except 04.

The 12 at a glance

Pick the problems you have today

#WorkflowObjectWhat it fixesNeeds
01Speed-to-lead instant responseContactA lead who waits a day to hear back has usually moved on.Marketing Hub Pro for the email
02Round-robin new lead assignmentContactNew leads pile up on whoever grabs them first, or sit with no owner at all.Sales or Marketing Hub Pro
03Territory routing by countryContactLeads land with a rep in the wrong time zone, or with nobody.Sales or Marketing Hub Pro
04Company size tieringCompanyReps treat a five-person startup and a 5,000-person enterprise the same way.Sales or Marketing Hub Pro, 1 custom property
05Stalled deal nudgeDealDeals with no next step quietly die in the pipeline.Sales or Marketing Hub Pro
06Hot-lead alertContactA prospect is on your pricing page right now and nobody knows.Sales or Marketing Hub Pro, 1 static list
07Customer expansion signalContactCustomers browsing pricing or upgrade pages are telling you they need more.Sales or Marketing Hub Pro
08Closed-won handoff and referral askDealThe deal closes and the customer’s first week is silence.Marketing Hub Pro for the emails
09Closed-lost reason captureDealA deal marked closed lost with no reason teaches you nothing.Sales or Marketing Hub Pro
10Big-deal loss reviewDealBig losses get shrugged off instead of learned from.Sales or Marketing Hub Pro
11Customer anniversary emailContactCustomers only hear from you when an invoice is due.Marketing Hub Pro
12Dormant prospect re-engagementContactLeads you paid to acquire are going cold in your database.Marketing Hub Pro, 3 emails
  • Trigger
  • Action
  • If/then branch
  • Delay
  • Go to another step
01

Speed-to-lead instant response

  • Contact workflow
  • Marketing Hub Pro for the email
  • About 10 minutes

A lead who waits a day to hear back has usually moved on.

Trigger

A contact submits one of your enquiry forms. Re-enrolment on.

Build it

  1. Delay 5 minutes, so owner assignment (02 or 03) finishes first.
  2. Send the marketing email Thank-you.
  3. Create a high-priority task for the contact owner: Call [first name] within 1 hour.
  4. Send an internal notification to the contact owner.

Watch out

Choose your real enquiry forms only, and set each one to make the contact a Lead. Otherwise 02 skips them and the call task goes to nobody.

TRIGGER Enquiry form submitted DELAY 5 minutes EMAIL Thank-you TASK Call [first name] within 1 hour NOTIFY Contact owner
02

Round-robin new lead assignment

  • Contact workflow
  • Sales or Marketing Hub Pro
  • About 10 minutes

New leads pile up on whoever grabs them first, or sit with no owner at all.

Trigger

Contact owner is unknown, Country is unknown, and Lifecycle stage is Lead or MQL.

Build it

  1. Rotate record to owner across your sales team. Leave existing owners alone.
  2. If/then branch: is Contact owner now known?
  3. Yes: create a first-touch task and notify the new owner.
  4. No: email the sales manager to assign the lead by hand.

Watch out

Rotate across a team, not named users. Holidays and new starters then only need a team change.

Owner assigned Still unassigned TRIGGER Unowned lead, no country ROTATE Owner across sales team IF / THEN Owner assigned? TASK First touch: [name] NOTIFY Contact owner NOTIFY Sales manager
03

Territory routing by country

  • Contact workflow
  • Sales or Marketing Hub Pro
  • About 10 minutes

Leads land with a rep in the wrong time zone, or with nobody.

Trigger

Country is known and Contact owner is unknown.

Build it

  1. Branch on Country. Match the spellings people type: Australia, AU, AUS.
  2. Each region: set Contact owner to that territory’s rep.
  3. None met (rest of world): rotate across the sales team.
  4. Every path ends by notifying the new owner.

Watch out

Run it alongside 02: leads with a country come here, the rest go to 02. Add a Lifecycle stage filter if you only want leads routed.

Australia New Zealand North America Rest of world TRIGGER Unowned lead with a country IF / THEN Which country? SET Owner: Australia rep NOTIFY Contact owner SET Owner: New Zealand rep GO TO Contact owner SET Owner: North America rep GO TO Contact owner ROTATE Owner across sales team GO TO Contact owner
04

Company size tiering

  • Company workflow
  • Sales or Marketing Hub Pro, 1 custom property
  • About 10 minutes

Reps treat a five-person startup and a 5,000-person enterprise the same way.

Trigger

Number of employees is known. Re-enrol whenever it changes.

Build it

  1. Create the dropdown property Company tier: Enterprise, Mid-market, SMB, Startup.
  2. Branch on Number of employees: 1,000 or more, then 100 or more, then 10 or more.
  3. Each branch sets Company tier. Anything smaller falls through to Startup.

Watch out

Branches are checked top to bottom, so put the biggest band first. This is the one workflow to run on existing records.

Enterprise (1,000+) Mid-market (100 to 999) SMB (10 to 99) Startup (under 10) TRIGGER Number of employees known IF / THEN How many employees? SET Company tier: Enterprise SET Company tier: Mid-market SET Company tier: SMB SET Company tier: Startup
05

Stalled deal nudge

  • Deal workflow
  • Sales or Marketing Hub Pro
  • About 10 minutes

Deals with no next step quietly die in the pipeline.

Trigger

Deal is open and Next activity date is unknown. Re-enrol when it goes stale again. Remove deals that stop meeting the trigger.

Build it

  1. Delay 7 days.
  2. Create a task for the deal owner: Set a next step on [deal].

Watch out

HubSpot workflows cannot loop back to an earlier step. Unenrolment plus re-enrolment gives you the same keep-checking effect.

TRIGGER Open deal, no next activity DELAY 7 days TASK Set a next step on [deal]
06

Hot-lead alert

  • Contact workflow
  • Sales or Marketing Hub Pro, 1 static list
  • About 10 minutes

A prospect is on your pricing page right now and nobody knows.

Trigger

Viewed a page containing pricing, and Lifecycle stage is not Customer or Evangelist. Re-enrol on each new pricing visit.

Build it

  1. Add the contact to the static list Hot leads.
  2. Notify the contact owner.
  3. Create a task: Call now.

Watch out

Use your exact pricing URL, so blog posts that mention pricing do not trigger it. Keep the alert short: who, what they did, a link.

TRIGGER Prospect views pricing page LIST Add to Hot leads NOTIFY Contact owner TASK Call now: [first name] is looking at pricing
07

Customer expansion signal

  • Contact workflow
  • Sales or Marketing Hub Pro
  • About 10 minutes

Customers browsing pricing or upgrade pages are telling you they need more.

Trigger

Lifecycle stage is Customer, they became a customer more than 30 days ago, and they viewed a pricing or upgrade page in the last 7 days. Re-enrol on each new visit.

Build it

  1. Create a task for the contact owner: Expansion conversation. No emails.

Watch out

The 30-day and 7-day windows stop pricing visits from before the sale counting as an expansion signal.

TRIGGER Customer views pricing or upgrade TASK Expansion conversation: [name]
08

Closed-won handoff and referral ask

  • Deal workflow
  • Marketing Hub Pro for the emails
  • About 10 minutes

The deal closes and the customer’s first week is silence.

Trigger

Deal is closed won. Remove deals that are reopened.

Build it

  1. Notify the sales team.
  2. Create a task for the deal owner: Start onboarding.
  3. Send the marketing email Kick-off.
  4. Delay 14 days.
  5. Send the marketing email Referral ask.

Watch out

Emails from a deal workflow go to every contact on the deal. Check who is associated before you switch it on.

TRIGGER Deal closed won NOTIFY Sales team TASK Start onboarding: [deal] EMAIL Kick-off DELAY 14 days EMAIL Referral ask
09

Closed-lost reason capture

  • Deal workflow
  • Sales or Marketing Hub Pro
  • About 10 minutes

A deal marked closed lost with no reason teaches you nothing.

Trigger

Deal is closed and not won. Remove deals that are reopened.

Build it

  1. Delay 1 day, so the rep has time to add the reason.
  2. If/then branch: is Closed lost reason known?
  3. No: create a task for the deal owner: Log the loss reason. Yes: end.

Watch out

Free-text reasons are hard to report on. Create a dropdown loss reason and make it required on the Closed lost stage.

Reason recorded No reason TRIGGER Deal closed lost DELAY 1 day IF / THEN Loss reason recorded? End TASK Log the loss reason: [deal]
10

Big-deal loss review

  • Deal workflow
  • Sales or Marketing Hub Pro
  • About 10 minutes

Big losses get shrugged off instead of learned from.

Trigger

Deal is closed lost and Amount is $10,000 or more.

Build it

  1. Delay 1 day, so the loss reason is filled in.
  2. Email the sales manager to book a 15-minute loss review. The email includes the reason.
  3. Create a task for the deal owner: Loss review.

Watch out

Set the threshold near your average deal size, so only the losses that hurt get a review.

TRIGGER Closed lost, $10,000 or more DELAY 1 day NOTIFY Sales manager TASK Loss review: [deal]
11

Customer anniversary email

  • Contact workflow
  • Marketing Hub Pro
  • About 10 minutes

Customers only hear from you when an invoice is due.

Trigger

Lifecycle stage is Customer or Evangelist and Date entered Customer is known. Remove contacts who stop being customers.

Build it

  1. Delay 365 days.
  2. Send the marketing email Customer anniversary.
  3. Repeat for years two to five.

Watch out

Leave existing customers out at switch-on, or they all get a happy anniversary on the wrong day. Enrol them separately if you want to.

TRIGGER Contact becomes a customer DELAY 365 days EMAIL Customer anniversary REPEAT Same two steps for years 2 to 5
12

Dormant prospect re-engagement

  • Contact workflow
  • Marketing Hub Pro, 3 emails
  • About 10 minutes

Leads you paid to acquire are going cold in your database.

Trigger

Lead or MQL with no deals, and no activity for 90 days (or never active and created 90+ days ago). Remove contacts who stop meeting the trigger.

Build it

  1. Send Re-engagement 1, then delay 5 days.
  2. If/then branch: last marketing email click in the last 5 days?
  3. Clicked: set Lead status to In progress and task the owner.
  4. No click: send Re-engagement 2, delay 7 days, check again. Then Re-engagement 3.
  5. Still no click after email 3: set Lead status to Unqualified.

Watch out

Point the second and third clicked branches at the first follow-up step (Go to action), so there is one follow-up to maintain.

Clicked Clicked Clicked No click No click No click TRIGGER Lead dormant for 90 days EMAIL Re-engagement 1 DELAY 5 days IF / THEN Clicked in last 5 days? SET Lead status: In progress TASK Re-engaged: [first name] clicked EMAIL Re-engagement 2 DELAY 7 days IF / THEN Clicked in last 7 days? GO TO Lead status: In progress EMAIL Re-engagement 3 DELAY 7 days IF / THEN Clicked in last 7 days? GO TO Lead status: In progress SET Lead status: Unqualified

What our clients say

Teams we have helped get more out of HubSpot

★★★★★
We engaged RedPandas in to Optimise our HubSpot portal and the difference is night and day. Semih and the team updated our lifecycle stages to actually reflect how we work, tidied up the lead object so our data is clean and usable, and reconfigured our sales pipelines from the ground up. The setup we have now is one the team can genuinely scale into.
Simon CableStrategic Accounts Senior Associate & Not-for-profit, BoardOutlook Pty Ltd
★★★★★
This is the second time I have worked with Red Pandas and I can not rate them highly enough. Their expertise in all things HubSpot, customer journeys, pipeline management, etc is second to none. Their entire team are a joy to deal with and truly listen to the current pain points, suggest practical solutions and implement efficiently.
Kelly HestermannChief Operating Officer, Palise Property
★★★★★
From the very beginning of working with RedPandas and HubSpot, I knew we were onto a good thing. The amount of time my team and I have saved is significant. I’m spending more time on more qualified relationships and actually 'selling' to better-educated and nurtured prospects. I have full insight into all of the deals and relationships we're working on.
Deepain Raj PradhanInternational Partnership Strategist, Bupa

Rather not build them yourself?

We can build these for you

Our HubSpot team can set up any of these workflows in your portal, adapt them to your pipeline and team, and check they are running properly before we hand them over.

Contact us redpandas.com.au/contact