Learn how to set up workflows in HubSpot to identify and address inactive users, ensuring optimal utilisation of your seat-based resources.
In any business operating on a seat-based pricing model, ensuring that every seat is utilised to its fullest potential is crucial. When team members—especially those holding expensive core seats—become inactive, it not only leads to wasted resources but also to potential bottlenecks in your operations. Unused seats are a drain on your budget, and inactive users can delay critical tasks, affecting overall productivity.
The challenge lies in identifying and addressing this inactivity before it becomes a costly problem. And that's where this hack comes in.
Step by step:
- Log into your HubSpot account.
- Navigate to the left-hand side menu.
- Click on "Automation."
- Select "Workflows" from the Automation menu and click on "Create workflow".
- Choose a trigger based on user activity and set the trigger to be “Last Active.
- Define the time period for inactivity. For example, set the trigger to "If a user has not been active in more than 30 days." Adjust this duration according to your business needs.
- Click on the "plus" icon (+) within the workflow editor to add an action.
- Select "Send internal email notification" from the options on the left-hand side and configure the email notification to be sent to your CRM Admin. This is the person responsible for overseeing the portal and ensuring follow-up with the inactive user or their manager.
- Bonus tip: Add another action by clicking the "plus" icon (+) again and choose "Send Slack message" from the actions list.
- Note: If your organization uses Microsoft Teams instead of Slack, select the relevant option.
- Compose the Slack message to notify the CRM Admin of the inactive user. This ensures the notification is seen quickly and doesn’t get buried in an email inbox.
- Activate the workflow to start monitoring user activity and sending notifications for inactivity.
Implementing an automated workflow in HubSpot to flag inactive users is not just a best practice—it’s a necessity. By doing so, you empower your team to swiftly address inactivity, ensuring that every seat is actively contributing to your business’s success. So what are you waiting for? Give it a try!
Author: Bridget Pyne
Marketing Manager