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Set up lead pipeline automation

Last updated: February 7, 2025

Available with any of the following subscriptions, except where noted:

Sales Hub   Professional , Enterprise

You can set up lead pipeline automation to customize when a lead gets created, whe a lead moves to the next stage, or to trigger actions when a deal moves to a specific stage.

Customize lead automation

Lead stage automation will only progress leads in the default pipeline. There are two lead stage progressions that are set by default and can't be modified: 

  • Move lead to attempting: when a user completes outreach to a lead by sending an email or LinkedIn message, making a call, or scheduling a meeting. 
  • Move lead to connected: when a lead connects with the user by replying to an email, booking a meeting, or if the user logs a call outcome as Connected.

Please note: if you manually move a lead to a previous stage, it won't automatically be updated in the future. For example, if the automation moves a lead to Connected, and then you manually move the lead back to New, logging a subsequent Connected call will not automatically move the lead back to the Connected stage.

When configuring your automation settings, you can automatically:

  • Create new leads when a contact moves to a lifecycle stage
  • Create a lead for follow-up when a Disqualification reason is selected.
  • Move a lead to the next stage when a user completes outreach to on a lead.
  • Move leads to the next stage when a lead connects with the user.

To adjust the automation settings:

  • In your HubSpot account, click the settings settings icon in the top navigation bar.
  • In the left sidebar menu, navigate to Objects > Leads.
  • Click the Pipelines tab.
  • Click the Select a pipeline dropdown menu, then select the lead pipeline you want to adjust.
  • Click the Automate tab. If collapsed, click to expand the Templated Automation section.
    • To automatically create a lead based on lifecycle stage:
      • Toggle the Create a lead switch on.
      • In the right panel, in the Select lifecycle stages section, select the lifecycle stage you want to trigger the creation of a lead.

      • Click Save.

Please note: this automation won't create leads for when a contact's lifecycle stage changes as a result of company lifecycle stage syncing.

    • To automatically create a lead for follow-up after a lead has been disqualified: 
      • Toggle the Create a lead for follow-up switch on.
      •  In the right panel, click the Select lead type dropdown menu and select the lead type you'd like to be created. Then click the Select disqualification reasons dropdown menu and select all the disqualification reasons you want to trigger the creation of a new lead.
      • Click Save.
    • To automatically move a lead to the next stage when a user completes outreach:
      • Toggle the Move lead to the next stage switch on.
      • In the right panel, in The lead will automatically move from section, click the  dropdown menu and select the lifecycle stage the lead will move from. Then, in the To: section, click the dropdown menu and select the lifecycle stage the lead will move to.
      • In the Select which events will progress the lead section, select the checkboxes next to the events that you want to progress a lead.
      • Click Save.
    • To automatically move a lead to the next stage when a lead connects with the user:
      • Toggle the Move lead to the next stage switch on.
      • In the right panel, in The lead will automatically move from section, click the  dropdown menu and select the lifecycle stage the lead will move from. Then, in the To: section, click the dropdown menu and select the lifecycle stage the lead will move to.
      • In the Select which events will progress the lead section, select the checkboxes next to the events that you want to progress a lead.
      • Click Save.

Edit lead automation

  • In your HubSpot account, click the settings settings icon in the top navigation bar.
  • In the left sidebar menu, navigate to Objects > Leads.
  • Click the Pipelines tab.
  • Click the Select a pipeline dropdown menu, then select the lead pipeline you want to adjust.
  • Click the Automate tab. If collapsed, click to expand the Templated Automation section.
  • To turn off any of the automation settings, toggle the switch off.
  • To edit the settings of your automations, click the editEdit icon.
  • In the right panel, edit the automation
  • Click Save.

Automate actions based on lead stages

You can also set up custom automation based on lead stages. You can set up actions available via the workflows tool. To automate actions on lead stages, you must have Super admin or Account access permissions.

To trigger actions when a lead reaches a new stage:

  • In your HubSpot account, click the settings settings icon in the top navigation bar.
  • In the left sidebar menu, navigate to Objects > Leads
  • Click the Pipelines tab.
  • In the Select a pipeline section, click the dropdown menu, then select the pipeline to automate.
  • Click the Automate tab. If collapsed, click to expand the Create workflows from scratch section.
  • In the Create workflows from scratch section, click the + plus icon to add an action to a lead stage.
     
    • In the right panel, choose the workflow action, including create tasks, sending emails, delays, branches, communications, marketing, CRM, and data actions. Set up the action, then click Save.


    • To edit an existing action, click the action bubble. Make changes in the right panel, then click Save.
    • To leave a comment for other users about an action, hover over the action, then click the comments comment icon. Type your message and click Comment.

    • To delete an action, hover over the action, then click the delete delete icon. Select Delete this action only to delete just the selected action. Select Delete this action and all after following actions to delete the selected action and any actions below it.
    • To navigate to the workflow editor, click Open in Workflows below the stage's actions. In the workflow editor, you can add more actions and edit the workflow's settings.
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