How to use sequences

Last updated: April 17, 2018

Available For:

Marketing: N/A
Sales: Starter, Professional
Service: N/A

With the sequences tool, you can send a series of targeted, timed emails to nurture a prospect over time. You have the ability to:

  • Send one contact a series of templates at specified intervals.
  • Automatically end the sequence when the contact replies to an email.
  • Customize any of the templates in the sequence when you enroll individual contacts.
  • Allow contacts to unsubscribe from your sequence emails.
  • Add tasks to your sequences and assign those tasks to task queues.

Please note: the sequences tool is only available for Sales Hub Starter or Professional users with a connected cloud-based email inbox using G Suite or Office 365 or a connected inbox using IMAP

 

 

Create a sequence

  • In your Sales Hub account, navigate to Sales Tools > Sequences.
  • Click Create Sequence.

  • Give your sequence a name.
  • Next, add steps to your sequence by dragging either a task or template from the left sidebar menu.
  • You can also create a custom task right from your sequence. To do so, drag and drop Add a custom task from the Tasks tab of the left sidebar menu. Then add a description and click Done.    
  • Set a delay for your task reminder in relation to the previous email in your sequence, or select the No step delay checkbox if you'd like the task to execute at the same time as the previous sequence step.
  • Click Save

Please note: the tasks in sequences are designed to simply remind you to take an action and do not impact enrollment in the sequence. Contacts will continue through the sequence and receive any following emails based on the delays you've set regardless of whether or not you complete the task. 

  • Click the edit/pencil icon in the upper right-hand corner of your task to open an editing dialog box where you can edit the task's name and type.
  • You can also assign this task to a task queue. Only your task queues will be options for you to select. 

  • Add steps until your sequence is complete. Keep in mind that each sequence is limited to five email templates, although you can add as many task reminders as you would like.
  • There is a limit of 1,000 sequences/account.  

 

Enroll a contact in a sequence from the contact record

You can enroll contacts in a sequence from their contact record. Please note that a connected inbox is required to send emails from a contact record in the CRM.

To enroll a contact in a sequence from your HubSpot account:

  • In your Sales Hub account, navigate to Contacts.
  • Select the contact you would like to enroll to open their contact record.
  • From the contact record, select the Email tab. Then select Sequences
  • In the dialog box, hover over the sequence you wish to enroll the contact in, and click Select
 
 

Edit the templates in your sequence

Personalization helps build lasting relationships. Editing your templates within a sequence makes the communication personal and contextual. This helps to increase your reply rates and meetings booked and decrease the likelihood that a contact will unsubscribe from your sequence.

  • In your HubSpot Sales Hub Starter or Professional account, navigate to Sales Tools > Sequences.
  • Click the name of your sequence and click Edit sequence.
  • Drag and drop the email template from the left side (under Templates) you’d like to start with.
  • Click the edit/pencil icon in the upper right-hand corner of the email and edit the template however you’d like. 
  • You’ll have the options to save your changes to the master template by clicking Save to original, or click Save As… to save your changes as a new template.

 You can also edit sequence templates for contacts that are currently active in a sequence.

Please note: if you have templates that contain curly brackets anywhere in your sequence, when you attempt to enroll a contact in the sequence, you'll experience a continual loading screen. If this happens, remove any curly brackets from your template and then re-enroll the contact.

  • In the next screen, set up your sequence settings and personalize the templates. You can edit the email body and also insert snippets and documents using the two icons in the botton right-hand corner of a template. Then click Start sequence.  

 

Enroll a contact in a sequence from the sequence summary page

To enroll a contact in a sequence from the sequence summary page:

  • In your Sales Hub account, navigate to Sales Tools Sequences.
  • Click on the name of the sequence you'd like to send to open the sequence summary page.
  • Click Enroll in the upper-right corner of the screen.
  • In the dialogue box that opens, search for the contact you'd like to enroll. Click the corresponding radio button to select the contact, then click Next.
  • In the next screen, set up your sequence settings and personalize the templates. You can edit the email body and also insert snippets and documents using the two icons in the botton right-hand corner of a template. Then click Start sequence.  

 

Enroll a contact in a sequence from your email inbox

Enroll contacts in sequences from your inbox using the HubSpot Sales Chrome extension or one of the add-ins:

 

See your scheduled sequence emails

After enrolling your contacts in a sequence, you can see your teed sequence emails under the Scheduled tab on your sequences dashboard (Sales Tools > Sequences). Here, you'll see the contacts that are active in a sequence and the emails that are scheduled to be sent to them. You can hover over an email to edit it or to unenroll the contact from the sequence. 

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