At a glance
How it works
The diagram shows the main path from invitation to feedback.Before you start
- Connect Flowella to HubSpot. See HubSpot setup.
- Use a contact-based workflow. Flowella’s actions run on contacts only.
- Invite only contacts who agreed to WhatsApp messages, with numbers in international format. See Meta’s opt-in guidance and Phone number format.
- Build two HubSpot forms, “Event registration” and “Event feedback”, and sync each to a WhatsApp Flow. See Flows.
- Make sure your webinar or events platform writes attendance to HubSpot through its own integration. Flowella doesn’t connect to webinar or scheduling tools.
Create the templates
In every template,{{1}} is the contact’s first name. {{2}} is Event summary, except in the joining details (Event join link) and the recording (Recording link).
The invitation is Marketing, because it promotes the event. The others are Utility: they concern an event the contact registered for or attended, with no promotion. Add an invitation to another event and Meta moves the template to Marketing. See Meta’s template categorisation guidelines.
Build the workflow
1
Set the trigger and event details
Create a contact-based workflow that enrols contacts when they join your invite list. For website sign-ups, use HubSpot’s form submission trigger, not Form Completed, which fires only for Flows. Add Edit record to set Event start, Event summary, Event join link and Recording link for this event, and Event status to No response. Use a recording page address you can publish after the event.
2
Send the invitation
Add Send WhatsApp Template with the invitation. Map the contact’s WhatsApp number property, Template Variable 1 to the first name and Template Variable 2 to Event summary.
3
Wait for the registration
Add Delay until event for Form Completed, filtered on Form Name equal to “Event registration”, up to 3 days.
4
Branch on the answer
Add a Branch on Event response, the property the form wrote. On each path, add Edit record to set Event status, then Send WhatsApp Message with a short reply. Plain text works because the Flow submission opened the 24-hour window, the 24 hours after a contact’s last message when you can send without a template.
- Yes, I’ll be there: Registered, and a confirmation.
- Maybe: Tentative. Add Delay until a date 7 days before Event start, then Send WhatsApp Template with the invitation again, and wait for the form as in the previous step.
- No, I can’t make it: Declined, and a thank-you.
5
Send the reminders
On the Registered path, add Delay until a date 7 days before Event start and Send WhatsApp Template with the reminder. Repeat 1 day before. Then add Delay until a date for the morning of Event start, and Send WhatsApp Template with the joining details, mapping Template Variable 2 to Event join link.
6
Follow up after the event
Add Delay until a date 1 day after Event start, then a Branch on Event attendance. On the Attended path, add Send WhatsApp Template with the feedback request. On the No-show path, add Send WhatsApp Template with the recording, mapping Template Variable 2 to Recording link.
7
Act on the feedback
Add Delay until event for Form Completed, filtered on Form Name equal to “Event feedback”, up to 7 days. Then add a Branch on Event rating. For 8 to 10 and 5 to 7, send a thank-you with Send WhatsApp Message. For 0 to 4, send an apology and add Create task for the organiser.
Test the workflow
- Add a test contact with your own WhatsApp number to the invite list, register in the Flow, and check Event status and the confirmation.
- Set Event attendance by hand to try both follow-up paths. A failed send shows Flowella’s reason and error code in the workflow history.
Troubleshooting
Variations
- Session choices and dietary needs: add them to the registration form.
Related
- Appointment reminders: confirm one-to-one appointments.
- NPS and CSAT surveys: collect scores after any interaction.
- HubSpot workflow actions: every Flowella trigger and action.