The goal:
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Never miss a follow-up
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Instantly progress deals
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Reduce admin work for reps
What You’ll Achieve
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Automatic deal creation and progression
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Immediate follow-up emails sent
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Tasks generated for reps
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Consistent post-meeting process
Step 1: Create a Workflow
Navigate to:
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Automation → Workflows
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Click Create workflow
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Select From scratch
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Choose Contact-based (or Deal-based depending on setup)
Step 2: Set the Meeting Trigger
Configure Trigger
Notes
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Ensure meeting outcomes are being logged consistently
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This trigger fires once the meeting is marked as completed in HubSpot
Step 3: Create or Associate a Deal
Add Action
→ Create deal
- Deal name: Hi, - Opportunity
- Pipeline: [Select pipeline]
- Stage: Opportunity
- Owner: Contact owner
Step 4: Send Automated Follow-Up Email
Add Action
- Template: Post-meeting follow-up
- Personalisation: Use contact + meeting context
Best Practice
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Include:
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Summary of discussion
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Next steps
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Meeting booking link
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Step 5: Create Follow-Up Task
Add Action
- Title: Follow up after meeting
- Assign to: Contact owner
- Due date: 2 days after meeting
- Priority: High
Step 6: Update Lifecycle Stage
Add Action
Step 7: Add Conditional Branching (Optional)
Create If/Then Branch
→ Assign deal to sales rep
Else
→ Enrol contact in nurture sequence
Use Cases
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Separate sales-ready leads from early-stage prospects
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Route based on meeting intent
Step 8: Review and Activate
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Validate all actions
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Test with a sample meeting
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Click Publish
Result
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Zero missed follow-ups
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Faster deal progression
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Consistent sales execution
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Reduced manual admin
Pro Tips
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Pair with meeting links to standardise booking
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Use email templates for consistent messaging
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Track performance via:
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Deal conversion rates
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Task completion rates
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