Sequences

Create and edit sequences

Last updated: October 22, 2020

Applies to:

Sales Hub  Professional, Enterprise
Service Hub  Professional, Enterprise

With the sequences tool, you can send a series of targeted, timed email templates to nurture contacts over time. You can also automatically create tasks to remind you to follow up with your contacts. When contacts reply to the email or book a meeting, they will automatically unenroll from the sequence.

If you're using HubSpot's integration with LinkedIn Sales Navigator, you can create tasks to remind you to send an InMail or connection request.

Workflows are another automation tool that you can use to set enrollment triggers to automatically enroll contacts, companies, deals, tickets, or quotes in a series of actions. Use workflows to automate your marketing, sales, and services processes, such as executing a marketing email campaign or updating property values. Learn more about using workflows.

Please note: the sequences tool is only available for users with assigned Sales Hub Professional or Enterprise or Service Hub Professional or Enterprise seats and who have connected a personal email address to HubSpot. You cannot use a team email address that is connected to the conversations inbox to send sequences. To create and edit sequences, your user must also have Sequences permissions.

Create sequences

Create a sequence using a mix of email templates and task reminders. You can also customize the delay between sequence steps so emails and tasks execute when you want them to.

Please note: there's a limit to the number of sequences you can create in your account. You can view the total number of sequences that have already been created in your account in the top right corner on the sequences dashboard. Learn more about these limits in HubSpot's Product & Services catalog.

  • In your HubSpot account, navigate to Automation > Sequences.
  • Click Create Sequence.
  • In the left panel, select Start from scratch or select a pre-made sequence template. Then, click Create sequence.
  • In the sequence editor, click the edit pencil icon and enter a name for your sequence.

Add steps to your sequence

  • To add a step, click the + plus icon .
  • In the right panel, select an action. You can add automated emails or create task reminders.
  • To send an automated email, click Automated email.
    • To create a new template, click Create new email template.
    • To filter your existing templates, click the Existing email templates dropdown menu, or use the search bar to lookup a template. Then, select a template from the list. sequences-add-email-template
    • After adding the automated email to your sequence, use the dropdown menus to set the number of days or weeks that should pass before the first email sends.update-date-of-sequence-email-send
  • To create a task reminder, click Email, Call, or To-do.
    • Enter a title for the task.
    • To mark the task as high priority, click the Priority dropdown menu.
    • To add the task to a queue, click the Queue dropdown menu.
    • Enter the task details in the Notes field. Use the toolbar at the bottom to format the text, insert a link, or insert a snippet.
    • If you're creating an email task reminder, you can add an email template to the follow-up task. When completing the task on the contact record, the email template will automatically populate in the email composer window.
      • Click Add email template.
      • To filter your existing templates, click the Existing email templates dropdown menu, or use the search bar to lookup a template. Then, select a template from the list.
      click-add-email-template-to-task

Please note: to automatically open the email composer window on a contact record and populate it with the template selected in the sequence email task, you must add the email task to a task queue. Otherwise, you will need to manually review and send the email from the contact record after the task is created.

    • Click Add.
    • To set the number of days or weeks that should pass before the task executes, after adding the task step, use the dropdown menus to set a delay. If you want a task to execute immediately after an email is sent, select Create task immediately.create-a-follow-up-task-in-sequence
    • By default, a sequence will pause until the task is complete. Pausing a sequence ensures that if you need more time to complete a task, the sequence won't continue. To continue the sequence if the task is incomplete, select the Continue without completing task checkbox.pause-task-during-sequence-enrollment
  • If you're using HubSpot's integration with LinkedIn Sales Navigator, you can create a task reminder to send an InMail or send a connection request. When you complete the task in a queue, the LinkedIn Sales Navigator will open on the contact's record so you can send the InMail or connection request.

Please note: LinkedIn Sales Navigator tasks do not execute automatically.

    • In the right panel, click Sales Navigator - Send InMail or Sales Navigator - Connection request.
    • Enter a title for the task.
    • To mark the task as high priority, click the Priority dropdown menu.
    • To add the task to a queue, click the Queue dropdown menu.
    • Enter the task details in the Notes field. You can use this field to enter the message you would include in your InMail or connection request. Keep in mind that the message will not automatically populate in the LinkedIn Sales Navigator pop-up box when completing the task. Use the toolbar at the bottom to format the text, insert a link, or insert a snippet.
      send-inmail-task
  • Add steps until your sequence is complete. Each sequence is limited to five email templates, although you can add as many task reminders as needed.

Please note: any tasks in the sequence will be assigned to the user who enrolled the contact into the sequence.

Edit sequence settings

After adding steps to your sequence, edit the sequence settings.

  • Click the Settings tab.
  • By default, sequence emails are only sent on business days. If you want emails to send on Saturday and Sunday, click to toggle the Send emails and create tasks on business days only switch off.

Please note: when your sequence is set to only send emails on business days, the delays will only count the business days between each step. For example, if an email is sent on a Thursday at 5pm and the following email is scheduled to send three days later, the email will send on Tuesday at 5pm (three business days after the previous email).

  • If you want each email in the sequence to thread together in the recipient's inbox, click to toggle the Thread follow-up emails as replies switch on. Learn more about sequence email threads.
  • To customize the timing of each follow-up email send in the sequence, use the Send automated emails between time pickers to set a time range. HubSpot will then use machine learning data to determine the best time to send the email within the specified time range. For example, HubSpot will review when previous emails were opened and which timezone was selected when enrolling the contact in the sequence to determine the best time to send. Learn more about how HubSpot determines the best time to send emails.

Please note: the Send automated emails between setting only applies to follow-up emails in a sequence. This does not apply to the first email sent as the first step in a sequence. 

  • To create follow-up tasks in the sequence at a default time, in the Tasks section, click the Create tasks at time picker and select a new time from the dropdown menu.
  • When a contact replies to a sequence email, you can unenroll all contacts with the same company email address from the sequence. Click to toggle the Unenroll contacts from the same company switch on.

updated-sequences-settings-page

  • In the upper right, click Save.

After saving, you can start to enroll contacts in the sequence, or learn how to edit the sequence steps below.

Edit sequences

You can edit your sequence templates, update the tasks included in your sequence, and adjust the sequence settings. If you have contacts that are currently active in a sequence, learn more about how changes to an active sequence can impact your contacts.

  • To re-order the steps in the sequence, in the top corner, click the Actions dropdown menu and select Move up or Move down.

re-order-sequence-steps

  • You can also edit the email template or task directly from the sequence.
    • Next to the template name, click the pencil icon edit.edit-template-in-sequence
    • Edit the email template, then click Update existing template to add your edits to the current template, or click Save as new template to create a new template.
  • To edit the task, in the upper right, click the Actions dropdown menu and select Edit task.
  • To remove a step from your sequence, in the upper right, click the Actions dropdown menu and select Delete.
  • When you have finished editing your sequence steps:
    • To apply the changes you just made to the existing sequence, click Save existing.
    • To create an entirely new sequence that includes the changes you just made, click Make copy. Enter a name for the new sequence, then click Save.
Learn how to enroll your contacts in a sequence.