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This workflow shows contacts the details you hold for them in a WhatsApp message. They confirm with one tap, or correct anything that has changed in a short form. HubSpot records when each record was last confirmed, so you know which data is current and who to ask next time.

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At a glance

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How it works

The diagram shows the three ways a contact can answer, and the single reminder.

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Before you start

  • Connect Flowella to HubSpot. See HubSpot setup.
  • Use a contact-based workflow. Flowella’s actions run on contacts only.
  • Store WhatsApp numbers in international format, and message only contacts who agreed to WhatsApp messages. See Phone number format and Meta’s opt-in guidance.
  • Build a HubSpot form called “Update your details” and sync it to a WhatsApp Flow. See Flows.
A Flow can’t show the values you already hold, so the form asks only for what has changed. Make every field optional. Flowella sends HubSpot only the answers a contact fills in, so blank fields leave the HubSpot values as they are. To avoid duplicate contacts, collect a changed email in New email address rather than in Email.

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Create the templates

In the details check, {{1}} is the first name and {{2}} to {{4}} are Email, Company Name and Job Title. The action maps up to five variables, so show four details or fewer. Set a Fallback value such as not on file for each detail, and select Confirm fallback values. Without one, a contact with an empty property makes the send fail. Both templates are Utility for customers: they concern the account details you hold, with no promotion. For contacts who have no account or service with you, Meta may class a data check as Marketing. See Meta’s template categorisation guidelines.
Don’t label a quick reply Cancel or Stop. A tap sends the label as the contact’s message, and those words are opt-out keywords. See How keyword opt-outs work.

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Build the workflow

1

Set the trigger

Create a contact-based workflow that enrols contacts with a WhatsApp number when Details last confirmed is more than 365 days ago or unknown. Start with a small list to check the results.
2

Send the details check

Add Send WhatsApp Template with the details check. Map the contact’s WhatsApp number property and Template Variables 1 to 4 to first name, Email, Company Name and Job Title.
3

Wait for a reply

Add Delay until event for Text Reply, up to 7 days. A quick reply tap counts as a reply.
4

Branch on the reply

Add a Branch on Last WhatsApp reply message (flowella_last_reply_message), matching the button text exactly:
  • All correct: add Edit record to set Details last confirmed to the date the step runs, then Send WhatsApp Message with a thank-you. Plain text works because the reply opened the 24-hour window, the 24 hours after a contact’s last message when you can send without a template.
  • Update my details: add Send WhatsApp Template with the update form. Add Delay until event for Form Completed, filtered on Form Name equal to “Update your details”, up to 2 days. On the completed path, connect to the All correct steps.
  • Anything else: add Create task for your team to read the reply in the Inbox.
5

Remind once

On the no-reply path, add Send WhatsApp Template with the details check again, then Delay until event for Text Reply, up to 7 days. Connect the replied path to the branch. If there is still no reply, leave Details last confirmed as it is, so the contact is asked in the next refresh.

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Test the workflow

  1. Clear Details last confirmed on a test contact with your own WhatsApp number, and enrol it.
  2. Tap All correct and check the date and the thank-you.
  3. Enrol again, tap Update my details, change one field in the form and check that only that property changed.

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Troubleshooting

Last modified on October 24, 2026