Automate your processes

Improve your team’s efficiency by automating business processes in HubSpot. Depending on your account’s subscriptions, you can use different tools for automation, such as: 

• Forms or marketing emails
• Ticket and deal pipeline and stages
• Sequences 
• Workflows

Using automation eliminates many tedious and manual processes. You can also use simple automation within existing tools to manage your follow-up. For more complex processes, you can use workflows or sequences.

Below is an overview of tasks that will get you started with HubSpot's automation tools. Within each section, you’ll find links to detailed instructions for each task. Before getting started, make sure you’re logged in to your account. Learn more about logging into HubSpot. 

Automate follow-up tasks for your marketing assets (Marketing Hub only)

Add automation directly from the forms or marketing email tool. You can automate follow-up processes to continue nurturing contacts after they engage with your content. Create a ticket after a contact submits a form so you can track their interaction with your business, or add contacts who clicked a specific link in a marketing email to a static list so you know who to target with your next email campaign.

You can also create simple workflows that execute multiple actions. Each simple workflow can have up to 10 actions. For example, after submitting a form, you can update a contact’s property, then send a follow-up email to the contact. For more complex automation, you can use the workflows tool. 

• Use simple automation with forms 
• Use simple automation with marketing emails
  

Automate actions for your pipelines

From your pipeline settings, you can set up automation based changes to a record’s stage. For example, you can create a task for the sales manager to follow up with a rep when a deal status changes to Closed Won or send an internal notification to your support team when a new ticket is created, ensuring no customer inquiry goes unanswered. You can also update the ticket status when an email is sent to or received from a customer, reducing the time your reps spend on administrative tasks.

• Set up deal pipeline automation
• Set up ticket pipeline automation
• Set up lead pipeline automation (Sales Hub Professional and Enterprise only)
• Set up custom object pipeline automation (Enterprise only)

Streamline and personalize your sales email outreach

Set up sequences to nurture your leads over time. When a contact is enrolled into a sequence, they will receive a series of timed, personalized one-to-one emails. You can also automatically create follow-up tasks as part of the sequence so you never miss an opportunity to connect with a lead. You can enroll contacts in sequences from the sequences tool, CRM records, using the HubSpot sales email extension or add-in in your email account, or using workflows.

Using the sequence summary page, you can monitor contacts who are actively enrolled in a sequence, and pause or resume enrollment. When contacts reply to an email or book a meeting, they will be automatically unenrolled from the sequence.

• Set up the templates for your sequences
• Create and edit sequences
• Enroll contacts in a sequence (Sales Hub and Service Hub Professional and Enterprise only)
• Edit an active sequence (Sales Hub and Service Hub Professional and Enterprise only)
• Manage the contacts enrolled in your sequence (Sales Hub and Service Hub Professional and Enterprise only)

Optimize your processes with automation (Marketing Hub, Sales Hub, Service Hub and Operations Hub Professional and Enterprise only)

Use workflows to automate your marketing, sales, and services processes in HubSpot. Workflows automatically enroll records based on the criteria set in the enrollment triggers. The workflow will then execute a series of actions on the enrolled record or associated records. You can use Breeze, HubSpot’s AI, to generate your workflow’s enrollment triggers and actions using prompts. For example, you can use workflows to:

• Trigger a birthday or anniversary marketing email 
• Countdown to an event or tradeshow 
• Assign leads to your sales team
• Automatically create records
• Add data to Google Sheets 

When creating your workflow, edit the workflow's settings to control when workflow actions should execute, prevent specific records from enrolling, or set when to automatically unenroll other records.

Before turning on your workflow, you can test the workflow in the workflow editor. If your workflow is not behaving as expected, you can troubleshoot your workflow errors or enrollment issues.

• Create workflows 
• Set your workflow enrollment triggers
• Choose your workflow actions
• Use AI in workflows
• Manage workflow settings 
• Test your workflow 
• Troubleshoot common workflow errors 

Join the HubSpot Community

To engage with other users and get more out of your HubSpot tools, join the HubSpot Community. You can see examples from peers, get tips and advice from experts, learn how to troubleshoot common issues, and submit feedback to the Product team. 

• Getting Started With the HubSpot Community
• Create your Community user account
• Introduce yourself on the Community welcome forum
• Get the latest updates from the Community newsletter

You can learn more about using the Community in this HubSpot Academy video lesson.