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Setup Time: 20 minutes | Difficulty: Medium | HubSpot Plan: Professional+
Requires: WhatsApp Business API (WABA)

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The Problem

Your team manually sends the same follow-up messages over and over:
  • “Thanks for booking a demo!”
  • “Following up on the proposal…”
  • “Your order has shipped!”
It’s time-consuming and inconsistent.

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The Solution

HubSpot workflows automatically trigger WhatsApp messages when events occur.
HubSpot workflow triggering WhatsApp

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Prerequisites

WhatsApp Business API RequiredAutomated messaging requires WABA. Without it, you can still:
  • Get HubSpot task notifications to send manually
  • Use Eazybe quick replies for faster responses
Before starting:
  1. ✅ WABA connected to Eazybe
  2. ✅ Message templates approved by Meta
  3. ✅ HubSpot Professional or Enterprise plan
  4. ✅ Workflow permissions in HubSpot

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Step-by-Step Setup

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Part 1: Create Message Template

1

Go to Templates

In Eazybe, navigate to WABA → Message Templates
Message templates section
2

Create New Template

Click + New Template
  • Name: demo_followup (lowercase, underscores only)
  • Category: Utility or Marketing
  • Language: English (or your language)
Create new template
3

Write Template with Variables

Use variables that will map to HubSpot properties:
Hi {{1}}! 👋

Thanks for booking a demo with {{2}}. Looking forward to showing you how Eazybe can help {{3}} manage WhatsApp conversations.

See you on {{4}} at {{5}}.

Reply to this message if you have any questions before then!
Variable mapping:
  • {{1}} → Contact First Name
  • {{2}} → Meeting Owner Name
  • {{3}} → Company Name
  • {{4}} → Meeting Date
  • {{5}} → Meeting Time
Template with variables
4

Submit for Approval

Click Submit. Meta reviews within 24-48 hours.
Template pending approval

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Part 2: Create HubSpot Workflow

1

Go to Workflows

In HubSpot, navigate to Automation → Workflows
HubSpot workflows menu
2

Create New Workflow

Click Create workflow → From scratchChoose object type:
  • Contact-based - For individual follow-ups
  • Deal-based - For deal stage changes
  • Ticket-based - For support workflows
Workflow type selection
3

Set Enrollment Trigger

Choose what triggers the workflow:Example: Demo Booked
When: Meeting is created
Filter: Meeting type = "Demo"
Enrollment trigger configuration
Other common triggers:
  • Deal stage changed
  • Form submitted
  • Property changed
  • List membership
4

Add Eazybe Action

Click + → Search “Eazybe” → Select Send WhatsApp Message
Add Eazybe action
5

Configure WhatsApp Action

In the Eazybe action panel:
  1. Select Template: Choose your approved template
  2. Map Variables: Connect HubSpot properties to template variables
  3. Select Sender: Choose which WABA number sends the message
Configure WhatsApp action
Variable Mapping:
Template VariableHubSpot Property
Contact: First name
Contact owner: Name
Company: Name
Meeting: Start date
Meeting: Start time
6

Add Delay (Optional)

Add a delay before sending:
  • Immediately - Send right away
  • Delay - Wait X hours/days
  • Specific time - Send at set time
Workflow delay options
7

Review and Activate

  1. Click Review to check workflow
  2. Test with a sample contact
  3. Click Turn on
Activate workflow

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Video Walkthrough

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Common Workflow Examples

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1. Demo Confirmation

Template:
Hi , confirming your demo tomorrow at . Reply YES to confirm or let me know if you need to reschedule.

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2. Proposal Follow-up

Template:
Hi , following up on the proposal I sent for . Happy to answer any questions or walk through the pricing together.

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3. Won Deal Thank You

Template:
Great news ! 🎉 Welcome to the family. Our onboarding team will reach out within 24 hours to get you started.

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What It Looks Like

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In HubSpot Workflow History

Workflow execution history

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On Contact Timeline

Automated message in timeline

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Best Practices

If a HubSpot property is empty, the variable shows blank. Add fallbacks:
  • Use HubSpot’s “default value” option
  • Or add if/then branch to skip contacts with missing data
Limit to 2-3 automated messages per contact. After that, human touch matters more.
Use HubSpot’s “Test” feature with a sample contact (yourself) before going live.
Check Eazybe analytics for failed messages. Common issues: invalid numbers, opted-out contacts.

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Troubleshooting

  1. Check enrollment criteria is met
  2. Verify contact isn’t already enrolled (check re-enrollment settings)
  3. Check workflow is active
  4. Review workflow history for errors
  1. Verify WABA is connected
  2. Check template is approved (not pending/rejected)
  3. Ensure contact has valid phone number
  4. Check Eazybe action configuration
HubSpot property is empty for that contact. Either:
  • Add default value in variable mapping
  • Add workflow branch to check property exists first
Check which phone property is mapped. HubSpot contacts can have multiple phone fields.

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What’s Next?

Deal Stage Alerts

Notify on deal movements

Broadcast from Lists

Send campaigns to HubSpot lists