G'day guys, it is Trav here from Neighbourhood.
Are you looking for more ways to automate your admin tasks through HubSpot?
This is where creating scheduled workflows
to execute tasks on specific days or months in advance will come in handy.
And today we're going to show you exactly how to implement them.
Now, as a heads up,
you'll need Operations Hub Professional or Enterprise in order to use this feature.
And if you're keen on more practical
support inside HubSpot now, Neighbourhood offers a comprehensive,
easy to follow course, so you're making the most out of HubSpot.
So stay tuned for more info at the end of this video.
And if you want to take your learning
offline though, we'll also include a free downloadable PDF in the description below.
So let's jump into HubSpot.
So we're in here in our workflows area.
Now, you'll be able to find that up at Automation and then down at Workflows.
Now, in order to sort of see the functionality
for this, we're going to go up to credit workflow and we should see Schedule,
which is the second radio button that we've got there.
Now, scheduling workflows can be good for various different reasons.
Now, it is a part of the Operations Hub Pro and Enterprise.
So it should have something to do with operations, right?
For this example, what I'm going to do is
I'm going to use it as an internal tool for us here at Neighbourhood, just to say,
for example, people need to fill out their time cards and also have Amanda.
I had Operations go through and also double cheque to make sure they're okay.
Now, naturally, what we might have had to do in the past was maybe send a slack
message and be like, hey guys, just remember.
But sometimes we forget, couldn't we automate it?
Well, we could automate it using HubSpot, which is really good.
So before our game plan meetings on Monday
mornings, we just want to send an email or a Slack or a text message even
for the guys that work here to be able to go through and remind them to update
their timesheets and then slightly just afterwards, you just want to send a task
up for Amanda to go through and just double cheque that everything is okay.
So we've kind of got the recipe.
Now we've got to put it all together.
So how are we going to do that?
Well, our meeting is on Monday, so we want to make sure it executes
on Monday and everyone roughly gets to the office around 08:00.
So we want to make sure that that reminder is in their inbox or we might do slack.
Let's do slack, let's do the inbox for now.
And we want to make sure it's in their
inbox at 08:00 when they get there so they don't forget.
So in this instance, we're going to click on schedule and then
go to weekly and we want Monday at 08:00, Australian Eastern Standard time.
Now you can change that to what you want it to be.
It is actually locked to what the time
zone is in the Systems and Preferences area of HubSpot.
So keep that in mind.
Also, we want to make sure that we do our naming convention for the top.
This is an example,
but just make sure that you keep your name and conventions nice and clean.
So it's easy to keep organised.
But we want to say time sheets, reminder and then Ops.
We want to put that in there.
We might make it look a little bit more sexy.
We might put that there.
Yeah, that looks all good to me.
So next, so it's going to open up and we see
enrollment criteria and also the scheduling trigger, which is really good.
So what we're going to do is we're going to start with the execution of it all.
So underneath the schedule trigger,
we want to go through and we want to send an internal email.
So we're just going to send an.
Internal email notification and we want to send it to the following users.
So we want Olivia, we want Dom centre, Jordy.
And let's just send it to myself.
Why not?
Hi team.
Just a reminder to fill out your time sheets.
And then I might just.
Put the link here,
click here and I might just click that and go through
Timesheets.com. Please remember to have these complete
before 08:45 a.m. Before our all hands meeting.
Yes, cool. And we've got that there.
So that's just a bit of a reminder that will get sent via email.
This is the subject.
Complete time sheets.
Maybe we might want to personalise this a little bit too high.
First name.
There we go. Okay, perfect.
All right. So we've got that there.
So Hi, first name.
Just reminded to fill out your timesheets, click here.
Please remember to have all these complete by 25 before I will end the meeting.
So that's there and it's personalised.
So it's nice too.
And we know exactly who it's getting sent to.
We want to save now.
After that, I might want to just go through and send
a task through to Amanda in operations to go through and actually double cheque
those timesheets to bring up any issues that we might uncover.
Ready for the all hands meetings.
So we'll click on the plus button
underneath and we're going to go down to credit task.
Weekly timesheet cheque and we want to do it immediately.
We can do it at 08:00.
We want to give them half an hour.
So 830.
So same day at 830.
We want to.
Set it up. Here we go.
Hi, Amanda Oops.
Hi, Amanda.
Just a reminder to double cheque.
Double cheque the timesheets prior to the all hands meeting.
View the timesheets here.
It's probably good to have the links.
Ready to rock and roll in there.
Just to obviously save time administration without having to go.
Click through. I'll just put a bogus.
Open up that new one there so that she.
Doesn'T lose where she's at here.
So this is a to do we.
Want to associate with company records? I don't think so.
It's not necessary in this one.
Sign. The task to a specific user.
I want to give that to Amanda.
Okay. The priority would be high because it.
Needs to get done.
We don't need to associate with any records and that's about it.
So we're going to click on save there.
So at the moment what we've got so 800 every morning
we're going to send the team an email just to remind them and then we're going
to credit task and then we're going to create it at 830 based on creating
the task in there as well and notify Amanda at 830 just to remind us to double
cheque it and that'll get sent out every single week.
So the question is how Dom?
We make sure that it goes out to them.
So an easy way to do this is actually to be using the list tool.
So we'll jump into the list to just double
cheque and put all of the stuff in there and then we'll get carried away.
So we'll go over to workflows.
Again, there are different ways.
If you've got any questions, make sure you throw them in description below.
Happy to answer them as well.
Again, this is just a very quick example, but if you've got a use case that you need
a hand with, make sure you drop it down below.
Okay. So now we're inside lists.
So what we want to try and do is get
the users that we're going to be sending them to.
So in this use case, if you go up to the cog and users
and teams, our teams for the service delivery are under our service team.
So we would go in creating a list.
We go to NBH service team and we'd go
to next we want to add the Philtre contact properties and we'll go to Team
help spot team and we want to select the team which is the NBH service team,
which shows would populate on the right hand side.
So as that's working, we're going to go back into the workflows.
Now that's going to select the service
team that I sort of mentioned and we'll go into Ops timesheet reminders.
And at the very top here we're going
to click on set up triggers, we're going to click on list membership
and we're going to go to NBH service team and we're going to apply that there.
Now in this instance for the re enrollment, it's not necessary because we
have got the schedule trigger there as well.
So you'll notice this is all Grace out.
It's not necessary in this instance.
So we'll go through and we'll click on save.
So if you're a part of the list membership
team, it'll go through and trigger every single Monday at 08:00.
Now if we go across to the top now, goals aren't necessary in this instance
because there's no real goal, it's just basically a service based flow as well.
We got the settings now one of the things
that you might want to do if you are setting something up that's
going to run 52 weeks a year, there's going to be a few holidays and whatnot.
So you want to make sure you click on the dates and go through and update
them for all the dates that aren't necessary as well and
suppression and enrollment not necessary and a new beta that's come out
for notifications which can be managed there as well.
Then once we're ready to rock and roll
we're going to go through and we're going to review the publishers.
Yes, we're going to review and click
on okay, so it's going to sit there and it's
basically going to just sit there ready to rock and roll and we can turn this on.
So that means that on Monday at 08:00 this
will fire the guys internally will get an email to basically remind them to fill
out their timesheets and then also Ops will also receive a task to double cheque
those before a small reminder but it will also catch and help people
in the operations and obviously the operations of this agency to make sure
they're on top of things when we need them as well.
So there you have it.
Now you know how to schedule a workflow inside HubSpot.
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