How to notify managers if team members have not been active in the CRM

Your CRM is only going to work for you if your users are using it. This Hack uses the 'User' object as a workflow trigger to send notifications based on activity.

There are so many use cases for the 'User' object in HubSpot - many of which can be used to really support CRM adoption. If you have team members that are regularly neglecting their CRM responsibilities, there is a way to flag this in HubSpot so managers receive an email notification when any of their team members haven't been active for a certain period of time. Of course, simply being 'active' in the CRM doesn't mean that they are adding value - but it's certainly helpful to monitor. Here's how to set it up:

1) Create a user-based workflow

When you go to the workflows tool and 'Create a new workflow', scroll down to see some options you might not be familiar with. Select 'User-Based'.

Screenshot 2024-10-10 at 15.36.552) Add your trigger criteria

There are a couple of different things to think about here:

  • Decide the timeframe of 'inactivity'- I've used 3 days
  • Select the team you want to monitor - unless you want to do all key teams with different managers. If you do, instead of including 'Main team' in the trigger, you would create a brand based on 'Main team'
  • You want to make sure you are filtering out certain users that you don't want to be active, like deactivated users

Your criteria would look something like this:

Screenshot 2024-10-10 at 15.42.52

3) Add your notification email

This part is straightforward! Just decide who should receive it (perhaps the manager of the team), and write the notification email. It will look something like this:

Screenshot 2024-10-10 at 15.48.13

And that's it! There are lots of variations that you could use - but hopefully this gives you a starting point for thinking about using the 'User object' as a workflow trigger to adoption.

Hollie-HS-Web-1

Author: Hollie Higa

Head of Marketing