> ## Documentation Index
> Fetch the complete documentation index at: https://help.eazybe.com/llms.txt
> Use this file to discover all available pages before exploring further.
# HubSpot Workflow Automation
> Trigger WhatsApp messages automatically from HubSpot workflows
**Setup Time**: 20 minutes | **Difficulty**: Medium | **HubSpot Plan**: Professional+\
**Requires**: WhatsApp Business API (WABA)
## 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.
## The Solution
HubSpot workflows automatically trigger WhatsApp messages when events occur.
## Prerequisites
**WhatsApp Business API Required**
Automated 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
## Step-by-Step Setup
### Part 1: Create Message Template
In Eazybe, navigate to **WABA** → **Message Templates**
Click **+ New Template**
* **Name**: `demo_followup` (lowercase, underscores only)
* **Category**: Utility or Marketing
* **Language**: English (or your language)
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
Click **Submit**. Meta reviews within 24-48 hours.
### Part 2: Create HubSpot Workflow
In HubSpot, navigate to **Automation** → **Workflows**
Click **Create workflow** → **From scratch**
Choose object type:
* **Contact-based** - For individual follow-ups
* **Deal-based** - For deal stage changes
* **Ticket-based** - For support workflows
Choose what triggers the workflow:
**Example: Demo Booked**
```
When: Meeting is created
Filter: Meeting type = "Demo"
```
**Other common triggers:**
* Deal stage changed
* Form submitted
* Property changed
* List membership
Click **+** → Search "Eazybe" → Select **Send WhatsApp Message**
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
**Variable Mapping:**
| Template Variable | HubSpot Property |
| ----------------- | ------------------- |
| {1} | Contact: First name |
| {2} | Contact owner: Name |
| {3} | Company: Name |
| {4} | Meeting: Start date |
| {5} | Meeting: Start time |
Add a delay before sending:
* **Immediately** - Send right away
* **Delay** - Wait X hours/days
* **Specific time** - Send at set time
1. Click **Review** to check workflow
2. Test with a sample contact
3. Click **Turn on**
## Video Walkthrough
## Common Workflow Examples
### 1. Demo Confirmation
```mermaid theme={null}
flowchart LR
A[Meeting Created] --> B[Send WhatsApp Confirmation]
B --> C[Wait until 1 day before]
C --> D[Send Reminder]
```
**Template:**
> Hi {1}, confirming your demo tomorrow at {2}. Reply YES to confirm or let me know if you need to reschedule.
### 2. Proposal Follow-up
```mermaid theme={null}
flowchart LR
A[Deal → Proposal Sent] --> B[Wait 3 days]
B --> C{Deal stage changed?}
C -->|No| D[Send Follow-up WhatsApp]
C -->|Yes| E[End]
```
**Template:**
> Hi {1}, following up on the proposal I sent for {2}. Happy to answer any questions or walk through the pricing together.
### 3. Won Deal Thank You
```mermaid theme={null}
flowchart LR
A[Deal → Closed Won] --> B[Send Thank You WhatsApp]
B --> C[Create onboarding task]
```
**Template:**
> Great news {1}! 🎉 Welcome to the family. Our onboarding team will reach out within 24 hours to get you started.
## What It Looks Like
### In HubSpot Workflow History
### On Contact Timeline
## 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.
## 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.
## What's Next?
Notify on deal movements
Send campaigns to HubSpot lists