HubSpot Workflow Templates

HubSpot Workflow Templates

Pre-built workflow configurations for lead scoring, nurturing, and assignment.

Table of Contents

• Campaign Tracking Setup
• Lead Scoring Configuration
• MQL to SQL Workflow
• Partner Lead Tracking
• Nurture Sequences

Campaign Tracking Setup

Create Campaign in HubSpot

1. Navigate to Marketing → Campaigns → Create Campaign
2. Name using convention: Q[N]-[YEAR]-[CHANNEL]-[CAMPAIGN-TYPE]
   • Example: Q2-2025-LinkedIn-ABM-Enterprise
3. Tag all assets (landing pages, emails, ads) with campaign ID

UTM Parameter Structure

utm_source={channel}       // linkedin, google, facebook
utm_medium={type}          // cpc, display, email, organic
utm_campaign={campaign-id} // q2-2025-linkedin-abm-enterprise
utm_content={variant}      // ad-variant-a, email-1
utm_term={keyword}         // [for paid search only]

Validation: Verify UTM parameters appear in HubSpot contact records after test submission.

Lead Scoring Configuration

Navigate to Configuration

Settings → Marketing → Lead Scoring

Scoring Rules

Channel Quality Modifiers

Validation: Test lead scoring by creating a test contact and triggering each action.

MQL to SQL Workflow

SQL Definition Criteria

Required (all must be true):
✅ Job title: Director+ (or Budget Authority confirmed)
✅ Company size: 50-5000 employees
✅ Budget: $10k+ annual
✅ Timeline: Buying within 90 days
✅ Engagement: Demo requested OR High intent action

Workflow Configuration

1. Trigger: Lead score reaches MQL threshold (>75 points)
2. Action 1: Send automated email to SDR with lead details
3. Action 2: Create task for SDR qualification call
4. Branch Logic:
   • If qualified → Update lifecycle stage to SQL, assign to AE
   • If not qualified → Move to nurture list, reduce lead score by 30

SLA Configuration

Validation: Test workflow with a sample lead. Verify notifications trigger correctly.

Partner Lead Tracking

Create Partner Property

1. Settings → Properties → Create Property
2. Property name: Partner Source
3. Type: Dropdown select
4. Values: Partner A, Partner B, Affiliate Network, Direct

Partner UTM Configuration

Partner links: ?utm_source=partner-name&utm_medium=referral

Lead Assignment Workflow

1. Trigger: Contact property Partner Source is set
2. Action: Assign to Partner Manager
3. Notification: Slack alert when partner lead arrives

Partner Reporting Dashboard

Create custom report: Marketing → Reports → Create Report

• Metrics: Leads, Pipeline, Revenue by Partner Source
• Dimensions: Partner Name, Time Period

Validation: Submit test lead with partner UTM. Verify property populates and routing works.

Nurture Sequences

Lost Opportunity Recycle

Trigger: Deal stage = Closed Lost

Sequence:

1. Day 0: Add to nurture list, remove from active campaigns
2. Day 30: Educational content email
3. Day 60: Industry insights email
4. Day 90: Re-engagement offer email
5. Month 6: SDR re-qualification task

TOFU to MOFU Progression

Trigger: Contact downloads 2+ content pieces

Sequence:

1. Day 0: Thank you email with related content
2. Day 3: Case study email
3. Day 7: Webinar invitation
4. Day 14: Demo offer (soft CTA)

Closed Lost Reason Tracking

Configure deal properties to capture:

• Price too high
• Missing features
• Chose competitor
• No budget
• Bad timing
• Champion left company

Use data to inform: Product roadmap, pricing adjustments, competitive positioning.