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Sequences

Enroll contacts in a sequence

Last updated: July 15, 2021

Applies to:

Sales Hub Professional, Enterprise
Service Hub Professional, Enterprise

Use sequences to automate outreach with your contacts. You can enroll individual contacts from the contact's record or select multiple contacts to enroll in bulk.

Customize the email send times, edit the delays between sequence steps, then personalize each email before enrolling contacts to increase your rate of replies.

Sequences no longer update the contact's Lifecycle stage property. If you want to update the Lifecycle stage property for your enrolled contacts, you can do so using the Set a property value action in a workflow

Please note: to enroll contacts in sequences, you must have an assigned Sales Hub or Service Hub Professional or Enterprise paid seat. There is also a limit to the number of sequence emails a user can send each day. HubSpot will not be able to increase the sequence email send limit.

Enroll a contact in a sequence

You can enroll a single contact from their record in HubSpot. Each contact can only be enrolled in one sequence at a time. To enroll a contact in a different sequence, they must first be unenrolled from their current sequence.

  • In your HubSpot account, navigate to Contacts > Contacts.
  • Select a contact to enroll.
  • In the left panel, click the Email icon email.

enroll-in-sequence-from-contact-record

  • In the pop-up box, click Sequences.
  • In the dialog box, hover over the sequence and click Select.
  • At the top of the Enroll sequence dialog box, click the Start at dropdown menu and select the step at which you want the contact to start the sequence. Then click the Time zone dropdown menu and select a time zone. All sequences emails and tasks will be sent or created in the selected time zone.
  • To override the sequence's default follow-up settings, in the top right, click Settings. These settings only apply to the emails and tasks that execute after the first step in the sequence. 
  • By default, the first email in the sequence will send as soon as possible. To specify a send time for the first step, click the Send now dropdown menu and select Send later. Then use the date and time pickers and select a date and time.
change-timing-of-first-email-in-sequence
  • For each email that follows the first automated email in the sequence, click the Send email in dropdown menu and select how many days or weeks should pass after the previous step before the email is sent.  
  • If you're using placeholder tokens in an email and values are missing for the selected contact, the tokens will appear in red at the top. Click a token, then enter a value and click Update all. Repeat for each token in the template. single-enroll-placeholder
  • At the bottom of the email template, use the rich text toolbar to format the text or insert a link, snippet, document, or add a video.
  • On each sequence task, you can customize the number of days or weeks that will pass before the next task is created.
    • To create a task immediately after the previous step executes, on the task step, click the dropdown menu and select Create task immediately. Or, click the dropdown menus and select the number of days or weeks that should pass after the previous step before the next task is created.
    • You can also edit the task title. On a sequence task, enter a new title in the Task title field
    • By default, a sequence will pause until the preceding task is complete. To continue the sequence even if that task is incomplete, select the Continue without completing task checkbox.

pause-task-during-sequence-enrollment

Please note: if there is a delay between the task and when the next step is scheduled to execute, the delay does not begin until the task is complete. This means if you have an email scheduled to send two days after a task, the sequence will not start the two-day delay until the task is complete.

  • If your user has multiple inboxes connected to HubSpot, at the bottom, click the From dropdown menu and select an email address to send sequence emails from.
  • When you're ready to enroll your contact, click Start sequence in the bottom left.

start-sequence-for-one-contact

When a follow-up task reminder includes an email template, the task will be created when the contact reaches that sequence step. If you added the task to a queue, navigate to the task dashboard and click the name of the task. The email composer will open on the contact's record with the email template’s content already populated.

complete-task-in-sequence

If you didn't add the task to a queue, the email composer will not automatically open when you navigate to the contact record. Locate the Manual email task on the contact record, then click Review and send. The email composer will open with the email template content.

review-and-send-email-from-contact-record

You can also start a sequence from your inbox using the HubSpot Sales extension. Learn how to enroll contacts in sequences from your inbox using the HubSpot Sales Chrome extension, the HubSpot Sales Outlook desktop add-in, or the HubSpot Sales Office 365 add-in.

Enroll multiple contacts in a sequence

Users with Bulk enroll sequences permissions can enroll up to 50 contacts in a sequence at once. Enroll multiple contacts when you need to follow up with contacts after a trade show or conference, reconnect with contacts from inactive accounts, or send targeted messages to a segmented list of prospects.

Each contact can only be enrolled in one sequence at a time. If you want to enroll contacts in a different sequence, the contacts must first be unenrolled from their current sequence.

Please note: HubSpot sends sequences emails one at a time from a single queue. If multiple sequences emails are scheduled to send at the same time, the sends will be staggered by 30 seconds.

Select multiple contacts to enroll from the contacts home:

  • In your HubSpot account, navigate to Contacts > Contacts.
  • Select the checkboxes next to the contacts you want to enroll.
  • At the top of the table, click Enroll in sequence.

bulk-enroll-from-contacts-home

When enrolling multiple contacts, first you will customize the follow-up options and delays and for all contacts in the sequence.

  • To select all contacts, in the left panel, click All contacts.

bulk-enroll-select-all-contacts

  • At the top of the Enroll sequence dialog box, click the Start at dropdown menu and select the step at which you want the contact to start the sequence. Then click the Time zone dropdown menu and select a time zone. All sequences emails and tasks will be sent or created in the selected time zone.
  • To override the sequence's default follow-up settings, in the top right, click Settings. These settings only apply to the emails and tasks that execute after the first step in the sequence. 
  • By default, the first email in the sequence will send as soon as possible. To specify a send time for the first step, click the Send now dropdown menu and select Send later. Then use the date and time pickers and select a date and time.
  • For each email that follows the first automated email in the sequence, click the Send email in dropdown menu and select how many days or weeks should pass after the previous step before the email is sent.  
  • On each sequence task, you can customize the number of days or weeks that will pass before the next task is created.
    • To create a task immediately after the previous step executes, on a task step, click the dropdown menu and select Create task immediately. Or, click the dropdown menus and select the number of days or weeks that should pass after the previous step before the next task is created.
    • By default, a sequence will pause until the preceding task is complete. To continue the sequence even if that task is incomplete, select the Continue without completing task checkbox.

      pause-task-during-sequence-enrollment

  • If your user has multiple inboxes connected to HubSpot, at the bottom, click the From dropdown menu and select an email address to send sequence emails from.

Next, personalize the email content for each contact. When enrolling multiple contacts, you need to select each contact from the left panel, one at a time, and customize the email content as needed.

  • In the left panel, click a contact. Use the search bar as needed to search for specific contacts. There will be an alert for any contact missing values for the placeholder tokens included in the email.

bulk-enroll-select-another-contact

  • If you're using placeholder tokens in an email and values are missing for the selected contact, the tokens will appear in red at the top. Click a token, then enter a value and click Update all. Repeat for each token in the template.

sequence-placeholder-tokens

  • You can make any edits to the email templates used in the sequence. At the bottom of the email template, use the rich text toolbar to format the text or insert a link, snippet, document, or add a video
  • You can also edit the task title. On a sequence task, enter a new title in the Task title field.

When you're ready to enroll your contacts, you can enroll each contact one at a time or all at once:

  • To enroll contacts one at a time, click Enroll [contact name], then in the dialog box, click Enroll.
  • To enroll contacts all at once, in the bottom right, click Enroll [all] of [total #] contacts. Then in the dialog box, click Enroll [total #] contacts.

click-enroll-multiple-contacts

  • If you're not ready to enroll a contact in the sequence, click Remove contact in the upper right.

Please note: if you have tasks included in the sequence, you cannot complete the tasks in bulk. You will need to navigate to each contact record after the task is created to complete the task.

Enroll contacts in sequences using workflows 

Using workflows, you can automate sequence enrollment and unenrollment. Learn more about the different use cases and limitations to be aware of before you start enrolling contacts in sequences using workflows. 

After enrolling your contacts, you can monitor how they're engaging with your sequence from the sequence summary page. You can also analyze your sequence's performance over time to ensure you're seeing a successful number of replies and meetings booked. If you have a combination of Marketing Hub Enterprise and Sales Hub Professional or Enterprise, you can build attribution reports that measure the sequence enrollment interaction type.