# HubSpot Workflows 101

Last updated on Mar 3, 2026 by Lusine Sargsyan

## Goal

This guide will walk you through everything you need to get started with **HubSpot** workflows, including navigating the interface and creating workflows manually, using **HubSpot** templates, and using AI.

## HubSpot workflows 101 - YouTube

## In this video

- 00:00 Introduction to HubSpot workflows
- 01:47 Navigating workflows interface
- 03:28 Creating a workflow from Scratch
- 10:24 Workflow settings (Re-enrollment, Suppression, Goal)
- 16:22 Creating a workflow using AI
- 17:54 Creating a workflow using HubSpot workflow templates

## What is a HubSpot workflow?

A HubSpot workflow is an automated trigger-based sequence of actions within HubSpot CRM.

Every workflow has three core pieces:

1. **The Trigger**: what starts it. It can be a form submission, a contact property change, a webinar registration, or an event registration.
2. **The Condition**: this is who qualifies because not every contact should go through every workflow. You add filters to ensure only the right people get enrolled.
3. **The Actions**: what HubSpot does with all these contacts, such as sending an email, updating a property, or notifying your sales rep.

## Step-by-step guide

### Requirements
- An active **HubSpot** account with an active professional or enterprise subscription so [that you can use Workflows](https://knowledge.hubspot.com/workflows/create-workflows)

### 1. Navigate to Workflows

- Open **HubSpot**.
- From the left menu, go to `Automation`.
- Click on `Workflows`.

### 2. Create a Lead Magnet Follow-up Workflow Manually

- On the top right corner, click the `Create workflow` button.
- Select `Start from scratch`.
- Click on `Trigger manually`.
- Select `Contact` (for a contact-based workflow).
- Click `Save and continue`.

### 3. Set up the Workflow Trigger

- On the workflow canvas, click on the trigger box at the top.
- For a lead magnet follow-up, select `When an event occurs` trigger.
- Search for and select `Form submission`.
- Click `Add criteria`, select `Form name`, and then choose `is any of`.
- Select the specific form, e.g., "lead magnet".
- Click `Done` and then `Save` to save the trigger.

### 4. Set up Actions

- Click the small `+` icon below the trigger.
- Search for and select `Send email` (under Communications).
- Click `Choose an email` and select the desired email (e.g., a thank you email). If the email isn't set up, you can create a new one directly in the workflow.
- Click `Save`. This email will be sent immediately.
- Click the `+` icon again, search for `Delay`, and select `Set amount of time`.
- Specify the delay (e.g., "2 days") and select `Business days`.
- Click `Save`.
- Click the `+` icon, select `Send email`, choose the next email (e.g., "follow up email"), and click `Save`.
- Click the `+` icon again, search for `Delay`, and select `Set amount of time`.
- Specify the delay (e.g., "3 days") and select `Business days`.
- Click `Save`.
- Click the `+` icon again, select `Send email`, choose the final email (e.g., "follow up two"), and click `Save`.

### 5. Configure Workflow Settings

- Click on the trigger box, then click `Settings`.
- **Re-enrollment**: By default, a contact goes through a workflow once. Toggle this on if you want them to repeat the journey under certain conditions.
- **Suppression Segment**: Add a customer list here to prevent existing clients from receiving nurture emails. Toggle it on and select the list.
- **Workflow Goal**: Set a goal (e.g., "contact booked a meeting"). HubSpot will automatically unenroll contacts who achieve this goal, preventing further emails.

### 6. Review and Turn On Workflow

- On the top right corner, click `Review and turn on`.
- Choose whether to enroll contacts that currently meet the enrollment criteria when the workflow turns on.
- Click `Next`.

### 7. Create a Workflow Using AI

- On the top right corner, click `Create workflow`.
- Select `With AI`.
- A chat will open on the right side. Drop your prompt, e.g., "When a contact submits any form, send an internal email notification to the contact owner, which is the sales rep, immediately and create a task to follow up within one business day."

### 8. Common problems and solutions

**What happens if a contact submits the form multiple times?**
- By default, a contact will only enroll once in a workflow. Enable **re-enrollment** to allow re-entry.

**Can a contact be in multiple workflows at the same time?**
- Yes, unless you use the “unenroll from other workflows” setting or manually remove them.

**Will contacts who unsubscribe from HubSpot emails still receive the webinar confirmation?**
- Yes. The confirmation email is sent from **Contrast**, not **HubSpot**.

**What happens if I edit a workflow that's already live?**
- Changes only affect future actions or new enrollments.

**Can I test a workflow before turning it on?**
- Yes, using the **Test** feature or enrolling yourself manually.