At a glance
How it works
The diagram shows both workflows. The first sends the link and the nudge. The second starts when a call is booked and sends the reminders.Before you start
- Connect Flowella to HubSpot. See HubSpot setup.
- Use contact-based workflows. Flowella’s actions run on contacts only.
- Ask for the contact’s WhatsApp number and permission to message them there on your form. See Meta’s opt-in guidance and Phone number format.
- Make sure your scheduling tool records bookings in HubSpot. HubSpot’s meetings tool does, and other tools need their own HubSpot integration. Flowella has no scheduling integration and can’t show live time slots in WhatsApp.
Create the templates
In every template,{{1}} is the contact’s first name. In the booking templates, {{2}} is Booking link. Put each contact’s link in a body variable: a HubSpot workflow can’t give a URL button a different value for each contact.
Meta makes the final decision on categories. See Meta’s template categorisation guidelines. The reminders leave out the time because Flowella shows HubSpot dates in UTC (
dd.MM.yyyy HH:mm). The calendar invitation gives the local time.
You don’t need a branch for STOP replies: Flowella blocks sends to contacts who opted out. If you add quick replies, don’t label one Cancel or Stop, because a tap sends the label as an opt-out keyword. See How keyword opt-outs work.
Build the workflows
Booking workflow
1
Set the trigger
Create a contact-based workflow with HubSpot’s own form submission trigger for your “Book a call” website form. Use Form Completed, filtered on Form Name, only if the form is a WhatsApp Flow: it fires for Flow submissions and never for website forms.
2
Set the starting values
Add Edit record to set Call status to Requested and Booking link to your booking page. For one link per rep, add a Branch on the contact owner with an Edit record step for each rep.
3
Send the booking link
Add Send WhatsApp Template with the booking link template. Map the contact’s WhatsApp number property, Template Variable 1 to the first name and Template Variable 2 to Booking link.
4
Wait and check
Add Delay for a set amount of time, set to 2 days, then a Branch on Call status. End the workflow on the Booked path.
5
Send one nudge
On the Requested path, add Send WhatsApp Template with the booking nudge and the same variables. Add another 2-day Delay for a set amount of time and a Branch on Call status. If it is still Requested, add Create task for the contact owner to call the lead.
Reminder workflow
1
Set the trigger
Create a contact-based workflow that enrols contacts when Booked call time, or HubSpot’s meetings tool property, is known. Turn on re-enrolment for that property, so a rebooked call starts a new run.
2
Record the booking
Add Edit record to set Call status to Booked. This also stops the booking workflow’s nudges.
3
Send the reminders
Add Delay until a date, set to one day before Booked call time, then Send WhatsApp Template with the day-before reminder. Add a second Delay until a date for the morning of Booked call time, then Send WhatsApp Template with the final reminder. Map Template Variable 1 to the first name in both. The wording still fits when someone books less than a day ahead.
Test the workflow
- Submit the form with your own WhatsApp number, open the booking link and book a call. Check that Call status changes to Booked and no nudge arrives.
- Repeat with a second test contact who does not book, and check the nudge and the task in the workflow history. A failed send shows Flowella’s reason and error code.
Troubleshooting
Variations
- Email fallback: branch on whether the contact has a WhatsApp number, and send the link by email otherwise.
Related
- Appointment reminders: confirm, reschedule or cancel booked appointments.
- HubSpot workflow actions: every Flowella trigger and action.
- UTM tracking: report on where booked calls came from.