1# Automation Playbooks
2 
3Platform-specific workflow recipes for HubSpot, Salesforce, scheduling tools, and cross-tool automation.
4 
5## HubSpot Workflow Recipes
6 
7### 1. MQL Alert and Assignment
8 
9**Name:** MQL Notification and Task Creation
10**Trigger:** Contact property "Lifecycle Stage" is changed to "Marketing Qualified Lead"
11**Actions:**
121. Rotate contact owner among sales team (round-robin)
132. Send internal email notification to contact owner with lead context
143. Create task: "Follow up with [Contact Name]" — due in 4 hours
154. Send Slack notification to #sales-alerts channel
165. Enroll in "MQL Follow-Up" sequence (if using HubSpot Sequences)
17**Outcome:** Every MQL gets assigned instantly with a clear SLA
18**Notes:** Set enrollment criteria to exclude leads already owned by a rep
19 
20---
21 
22### 2. MQL SLA Escalation
23 
24**Name:** MQL SLA Breach Alert
25**Trigger:** Contact property "Lifecycle Stage" equals "MQL" AND "Days since last contacted" is greater than 0.5 (12 hours)
26**Actions:**
271. Send internal email to contact owner: "SLA warning: [Contact Name] has not been contacted"
282. If still no activity after 24 hours → send alert to sales manager
293. If still no activity after 48 hours → reassign contact owner via rotation
304. Create task for new owner: "Urgent: Contact [Contact Name] — reassigned due to SLA breach"
31**Outcome:** No MQL goes unworked for more than 48 hours
32**Notes:** Exclude contacts where last activity type is "Call" or "Meeting" (already engaged)
33 
34---
35 
36### 3. Lead Scoring Update and MQL Promotion
37 
38**Name:** Auto-MQL on Score Threshold
39**Trigger:** Contact property "HubSpot Score" is greater than or equal to 65
40**Actions:**
411. Set lifecycle stage to "Marketing Qualified Lead"
422. Set "MQL Date" to current date
433. Suppress from marketing nurture workflows
444. Trigger MQL Alert workflow (recipe #1)
45**Outcome:** Leads automatically promote to MQL when they hit the scoring threshold
46**Notes:** Add suppression list for existing customers and competitors
47 
48---
49 
50### 4. Meeting Booked Notification
51 
52**Name:** Meeting Booked Alert to AE
53**Trigger:** Meeting activity is logged for contact (via Calendly/HubSpot meetings)
54**Actions:**
551. Send internal email to contact owner with meeting details
562. Update contact property "Last Meeting Booked" to current date
573. If lifecycle stage is "Lead" → update to "MQL"
584. Create task: "Prepare for meeting with [Contact Name]" — due 1 hour before meeting
595. Send Slack notification to #meetings channel
60**Outcome:** AEs are prepared for every meeting with full context
61**Notes:** Include recent page views and content downloads in notification email
62 
63---
64 
65### 5. Closed-Won Handoff to CS
66 
67**Name:** Customer Onboarding Trigger
68**Trigger:** Deal stage is changed to "Closed Won"
69**Actions:**
701. Update associated contact lifecycle stage to "Customer"
712. Set "Customer Since" date to current date
723. Assign contact owner to CS team member (based on segment/territory)
734. Create task for CS: "Schedule kickoff call with [Company Name]" — due in 2 business days
745. Enroll contact in "Customer Onboarding" email sequence
756. Send internal notification to CS manager
767. Remove from all sales sequences
77**Outcome:** Seamless handoff from sales to customer success
78**Notes:** Include deal notes, contract value, and key stakeholders in CS notification
79 
80---
81 
82### 6. Stale Deal Alert
83 
84**Name:** Pipeline Hygiene — Stale Deal Detection
85**Trigger:** Deal property "Days in current stage" is greater than [2x average for that stage]
86**Actions:**
871. Send internal email to deal owner: "Deal stale alert: [Deal Name] has been in [Stage] for [X] days"
882. Create task: "Update or close [Deal Name]" — due in 3 business days
893. If no update after 7 days → alert sales manager
904. Add to "Stale Deals" dashboard list
91**Outcome:** Pipeline stays clean and forecast stays accurate
92**Notes:** Customize thresholds per stage (Discovery: 14 days, Proposal: 10 days, Negotiation: 21 days)
93 
94---
95 
96### 7. Recycled Lead Nurture Re-Entry
97 
98**Name:** MQL Recycling to Nurture
99**Trigger:** Contact property "Sales Rejection Reason" is known (any value)
100**Actions:**
1011. Update lifecycle stage to "Recycled"
1022. Reset engagement score to baseline (keep fit score)
1033. Enroll in "Recycled Lead Nurture" sequence (lower frequency)
1044. Set "Recycle Date" to current date
1055. Set re-enrollment trigger: if HubSpot Score exceeds threshold again, re-trigger MQL workflow
106**Outcome:** Rejected leads get a second chance without clogging the pipeline
107**Notes:** Track recycled-to-MQL conversion rate as a separate metric
108 
109---
110 
111### 8. Lead Activity Digest
112 
113**Name:** Daily Lead Activity Summary
114**Trigger:** Scheduled — daily at 8:00 AM local time
115**Actions:**
1161. Filter contacts: lifecycle stage is "SQL" or "Opportunity" AND had website activity in last 24 hours
1172. Send digest email to each contact owner with their leads' activity
1183. Include: pages visited, content downloaded, emails opened/clicked
119**Outcome:** Sales reps start each day knowing which leads are active
120**Notes:** Only include leads with meaningful activity (exclude single homepage visits)
121 
122---
123 
124## Salesforce Flow Equivalents
125 
126### 1. MQL Alert and Assignment (Salesforce Flow)
127 
128**Type:** Record-Triggered Flow
129**Object:** Lead
130**Trigger:** Lead field "Status" is changed to "MQL"
131**Flow steps:**
1321. Get Records: Query "Rep Assignment" custom object for next available rep
1332. Update Records: Set Lead Owner to assigned rep
1343. Create Records: Create Task — "Contact MQL: {Lead.Name}" with due date = NOW + 4 hours
1354. Action: Send email alert to new lead owner
1365. Update Records: Update "Rep Assignment" last-assigned timestamp
137**Notes:** Use a custom "Rep Assignment" object to manage round-robin state
138 
139### 2. SLA Escalation (Salesforce Flow)
140 
141**Type:** Scheduled-Triggered Flow
142**Schedule:** Every 4 hours during business hours
143**Flow steps:**
1441. Get Records: Leads where Status = "MQL" AND LastActivityDate < TODAY - 1
1452. Decision: Is lead older than 48 hours with no activity?
146   - YES → Reassign to next rep, create urgent task, alert manager
147   - NO → Send reminder email to current owner
148**Notes:** Pair with Process Builder for real-time alerts on initial assignment
149 
150### 3. Pipeline Stage Automation (Salesforce Flow)
151 
152**Type:** Record-Triggered Flow
153**Object:** Opportunity
154**Trigger:** Stage field is updated
155**Flow steps:**
1561. Decision: Which stage was it changed to?
1572. For each stage:
158   - **Discovery:** Create task "Complete discovery questionnaire"
159   - **Demo:** Create task "Prepare demo environment"
160   - **Proposal:** Create task "Send proposal" + alert deal desk if ACV > $25K
161   - **Closed Won:** Trigger CS handoff (create Case, assign CS owner, send welcome email)
162   - **Closed Lost:** Create task "Log loss reason" + add to win/loss analysis report
163 
164### 4. Stale Deal Detection (Salesforce Flow)
165 
166**Type:** Scheduled-Triggered Flow
167**Schedule:** Daily at 7:00 AM
168**Flow steps:**
1691. Get Records: Open Opportunities where Days_In_Stage > Stage_SLA_Threshold
1702. Loop through results:
171   - Create Task: "Update stale deal: {Opportunity.Name}"
172   - Send email to Opportunity Owner
173   - If Days_In_Stage > 2x threshold → send email to Owner's Manager
1743. Update custom field "Stale Flag" = true for dashboard visibility
175 
176---
177 
178## Calendly / SavvyCal Integration Patterns
179 
180### Round-Robin Meeting Scheduling
181 
182**Calendly setup:**
1831. Create a team event type with all eligible reps
1842. Distribution: "Optimize for equal distribution"
1853. Availability: Each rep manages their own calendar
1864. Buffer: 15 min before and after meetings
1875. Minimum notice: 4 hours (avoid last-minute bookings)
188 
189**CRM integration:**
1901. Calendly webhook fires on booking
1912. Match invitee email to CRM contact
1923. If contact exists → assign meeting to contact owner (override round-robin if owned)
1934. If new contact → create lead, assign via routing rules, log meeting
1945. Set lifecycle stage to MQL (meeting = high intent)
195 
196### SavvyCal Setup
197 
198**Advantages over Calendly:**
199- Priority-based scheduling (prefer certain time slots)
200- Overlay calendars (show team availability in one view)
201- Personalized booking links per rep
202 
203**Integration pattern:**
2041. Create team scheduling link with priority rules
2052. Webhook on booking → Zapier/Make → CRM
2063. Match or create contact, assign owner, create task
2074. Send confirmation with meeting prep materials
208 
209### Meeting Routing by Criteria
210 
211```
212Booking form submitted
213├─ Company size > 500? (form field)
214│  ├─ YES → Route to enterprise AE calendar
215│  └─ NO ↓
216├─ Existing customer? (CRM lookup)
217│  ├─ YES → Route to account owner's calendar
218│  └─ NO ↓
219└─ Round-robin across SDR team
220```
221 
222### No-Show Workflow
223 
224**Trigger:** Meeting time passes + no meeting notes logged within 30 minutes
225**Actions:**
2261. Wait 30 minutes after scheduled meeting time
2272. Check: Was a call or meeting logged?
228   - YES → No action
229   - NO → Send "Sorry we missed you" email to prospect
2303. Create task: "Reschedule with [Contact Name]" — due next business day
2314. If second no-show → flag contact and alert manager
232 
233---
234 
235## Zapier Cross-Tool Patterns
236 
237### 1. New Lead → CRM + Slack + Task
238 
239**Trigger:** New form submission (Typeform, HubSpot, Webflow)
240**Actions:**
2411. Create/update contact in CRM
2422. Enrich with Clearbit (if available)
2433. Post to Slack #new-leads with enriched data
2444. Create task in project management tool (Asana, Linear)
245 
246### 2. Meeting Booked → CRM + Prep Email
247 
248**Trigger:** New Calendly/SavvyCal booking
249**Actions:**
2501. Find or create CRM contact
2512. Update lifecycle stage to MQL
2523. Send prep email to assigned rep (include CRM link, LinkedIn profile, recent activity)
2534. Create pre-meeting task
254 
255### 3. Deal Closed → Onboarding Stack
256 
257**Trigger:** CRM deal stage changed to "Closed Won"
258**Actions:**
2591. Create customer record in CS tool (Vitally, Gainsight, ChurnZero)
2602. Add to onboarding project template
2613. Send welcome email via email tool
2624. Create Slack channel: #customer-[company-name]
2635. Notify CS team in Slack
264 
265### 4. Lead Scoring → Cross-Tool Sync
266 
267**Trigger:** CRM lead score crosses MQL threshold
268**Actions:**
2691. Update marketing automation platform status
2702. Add to retargeting audience (Facebook, Google Ads)
2713. Trigger SDR outreach sequence
2724. Log event in analytics (Mixpanel, Amplitude)
273 
274### 5. SLA Breach → Multi-Channel Alert
275 
276**Trigger:** CRM task overdue (MQL follow-up task)
277**Actions:**
2781. Send Slack DM to rep
2792. Send email to rep
2803. If 2+ hours overdue → Slack DM to manager
2814. If 4+ hours overdue → reassign in CRM (via webhook back to CRM)
282 
283### 6. Weekly Pipeline Digest
284 
285**Trigger:** Schedule — every Monday at 8:00 AM
286**Actions:**
2871. Query CRM for pipeline summary (total value, new deals, stale deals, expected closes)
2882. Format as summary
2893. Post to Slack #sales-team
2904. Send email digest to sales leadership
291