Set 'Based on a schedule' workflow enrollment triggers

Use Based on a schedule workflow enrollment triggers to center your workflow actions on a set frequency. You can set a workflow to recur just once, or on an annual, monthly, weekly, or daily schedule.

For example, you can create a workflow to send a celebratory email once a year, based on a based on a contact's birthday date property. 

Understand limitations and requirements

• When setting up a Based on a schedule workflow enrollment trigger, the configured dates and times will be based on your account's time zone settings.
• This enrollment trigger type can be used across all workflow object types and with additional enrollment filter criteria. 
• A Data Hub Professional or Enterprise subscription is required to set the workflow to recur on a monthly, weekly, or daily schedule.

Set up your Based on a schedule enrollment trigger 

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of the workflow. Or, create a new workflow.
3. If you're creating a workflow from scratch, in the left panel, select On a schedule.
4. If you're working on an existing workflow:
   
   • In the workflow editor, click the Trigger enrollment for [object] card.
   • If there are existing workflow triggers, in the left panel, click Change start trigger. This will erase any current enrollment triggers. 
   • In the dialog box, click Confirm. 
   • In the left panel, select Based on a schedule.
5. If you're creating a workflow from scratch, click the Enroll dropdown menu to select an object type for your workflow. If you're updating an existing workflow, it is not possible to change the workflow's object type. 
6. Continue setting up your enrollment criteria based on the frequency that you'd like to use. 

Set your workflow to recur only once

1. Set up your Based on a schedule workflow enrollment trigger.
2. In the left panel, click the Frequency dropdown menu and select Once. 
3. Continue setting up your trigger:
   • Date: select a date or date property for your workflow to execute.
     • To select a fixed date, click the date picker and select a date.
     • To select a date property, click the date picker and select a property from the data panel. Then, select On date, Before date, or After date. 
   • Time of day: select a time for your workflow to trigger. The workflow will only begin to enroll records the next day. During the selected window, the workflow will run at a time when HubSpot's systems offer optimal performance.
     • You can select Morning, Daytime, or Night.
     • Alternatively, you can set a Specific time for your workflow to occur. Then, click the dropdown menu and select your time.

Set your workflow to recur annually

1. Set up your Based on a schedule workflow enrollment trigger.
2. In the left panel, click the Frequency dropdown menu and select Annually.
3. Continue setting up your trigger:
   • Date: select a date or date property for your workflow to execute.
     • To select a fixed date, click the date picker and select a date. Only the day and month options will appear. 
     • To select a date property, click the date picker and select a property from the data panel. Then, select On date, Before date, or After date. Only the day and month of the date property will be taken into account. 
   • Time of day: select a time for your workflow to trigger. The workflow will only begin to enroll records the next day. During the selected window, the workflow will run at a time when HubSpot's systems offer optimal performance.
     • • You can select Morning, Daytime, or Night.
       • Alternatively, you can set a Specific time for your workflow to occur. Then, click the dropdown menu and select your time.
    

Set your workflow to recur monthly

1. Set up your Based on a schedule workflow enrollment trigger.
2. In the left panel, click the Frequency dropdown menu and select Monthly.
3. Continue setting up your trigger:
   • Day of the month:
     • Specific days: select specific days of the month for the workflow to recur. For example, you can send a billing reminder every 15th of the month. 
     • Flexible days: when selecting this option, you can select First Monday of the month or Last day of the month. The specific day of the month may vary when selecting this option. 
   • Time of day: select a time for your workflow to trigger. The workflow will only begin to enroll records the next day. During the selected window, the workflow will run at a time when HubSpot's systems offer optimal performance.
     • You can select Morning, Daytime, or Night.
     • Alternatively, you can set a Specific time for your workflow to occur. Then, click the dropdown menu and select your time.

Set your workflow to recur weekly

1. Set up your Based on a schedule workflow enrollment trigger.
2. In the left panel, click the Frequency dropdown menu and select Weekly.
3. Continue setting up your trigger:
   • Day of the week: select a day of the week for the workflow to recur on. For example, you may want to send a reminder for users to review for all open deals in a specific deal stage every Tuesday.
   • Time of day: select a time for your workflow to trigger. The workflow will only begin to enroll records the next day. During the selected window, the workflow will run at a time when HubSpot's systems offer optimal performance.
     • You can select Morning, Daytime, or Night.
     • Alternatively, you can set a Specific time for your workflow to occur. Then, click the dropdown menu and select your time.
   
   
   
   

Set your workflow to recur daily

1. Set up your Based on a schedule workflow enrollment trigger.
2. In the left panel, click the Frequency dropdown menu and select Daily.
3. Continue setting up your trigger:
   • Time of day: select a time for your workflow to trigger. The workflow will only begin to enroll records the next day. During the selected window, the workflow will run at a time when HubSpot's systems offer optimal performance.
     • You can select Morning, Daytime, or Night.
     • Alternatively, you can set a Specific time for your workflow to occur. Then, click the dropdown menu and select your time.
       
       

Finish setting up your enrollment trigger

After adding your enrollment trigger and setting up your enrollment frequency: 

1. In the Only enroll [records] that meet the conditions section, click + Add conditions. Then, set filter criteria to define the records that you'd like to enroll in the workflow. On each scheduled date and time, all records that meet this criteria will enroll and go through the workflow. 
   • If there is no filter criteria set, records will not automatically enroll in the workflow. Only manually enrolled records will be enrolled.
   • If a record is manually enrolled, it will not follow the set schedule and automatically enroll on subsequent scheduled dates, unless it meets the trigger criteria. Manually enrolled records will execute the workflow immediately.
2. If you're setting up the workflow for the first time, at the top, click Next. Then, finish setting up your enrollment criteria.
3. If you're updating an existing workflow, click Save.
4. Continue setting up your workflow.