How to create follow-up sequences
Follow-up sequences in HubSpot are created in the Sequences tool within Sales Hub. The process involves defining emails with delays between each send, configuring follow-up tasks, and activating the sequence for specific contacts. Requires Sales Hub Starter and takes 30 to 35 minutes. In Teeo, you describe the sequence to the assistant and it activates automatically.
How to do it in Teeo
“Create a follow-up sequence: first message at 3 days, second at 7 days, third at 14 days without response”
The sequence is active and will execute automatically at the defined intervals.
How to create follow-up sequences in HubSpot: step by step
Requirements
- ·Sequences requires Sales Hub Starter ($45/month minimum) or above.
- ·HubSpot Sequences are for individual (1-to-1) follow-ups. For mass sequences, Marketing Hub Workflows must be used.
- ·Sequences emails are sent from the agent's personal email account (connected Gmail or Outlook), not a marketing email address.
Access Sales Hub and navigate to Sequences
Log in to app.hubspot.com. In the top navigation bar, click 'Automation' or 'Sales' then 'Sequences'. You'll see the library of existing sequences.
Create a new sequence
Click the 'Create sequence' button in the upper right. Choose between creating from a template or from scratch ('Start from scratch'). For more control, select 'Start from scratch'.
Name the sequence
Write a descriptive name for the sequence, for example: 'Follow-up unresponsive leads — 3/7/14 days'. A good name helps you identify it quickly when you go to use it.
Add the first step: email at 3 days
Click 'Add step' and select 'Automated email'. Write the subject and body of the first follow-up email. This email will be sent on day 1 of the sequence (when the contact is enrolled). Then configure the delay: add a 'Delay' step of 3 days.
Add the second email (day 7 cumulative)
After the 3-day delay, click 'Add step' and add another 'Automated email'. Write the second follow-up message with a different angle (e.g., value question or use case). Then add a 4-day delay (cumulative total: 7 days).
Add the third email (day 14 cumulative)
After the second delay, add the third 'Automated email'. This can be a more direct or closing message ('breakup email'). Add a 7-day delay before this email (cumulative total: 14 days).
Add follow-up tasks between emails (optional)
Between emails, you can add 'Task' steps to remind the agent to call or send a manual message. For example: 'Call the prospect' on day 5 between the first and second email.
Configure sequence options
In the sequence general settings, define the sending days (business days only or all days), the sending schedule (e.g., 9am-5pm), and whether emails should stop sending when the contact replies.
Save the sequence
Once all steps and delays are configured, click 'Save' to save the sequence. The sequence will be in your library ready to use, but will not activate until you manually enroll a specific contact.
Enroll a contact in the sequence
To activate the sequence for a contact, go to the contact record in HubSpot CRM. In the right side panel, find the 'Sequences' section and click 'Enroll in sequence'. Select the sequence you created and choose the start date. The first email will be sent at that moment.
Frequently asked questions
How many contacts can I enroll in a HubSpot sequence at the same time?
With Sales Hub Starter you can enroll up to 500 contacts in sequences per day. With Sales Hub Professional the limit is 1,000 per day, and with Enterprise it's higher. Keep in mind that Sequences are designed for individual follow-ups; for mass sends you should use Marketing Hub Workflows.
Can HubSpot Sequences emails be personalized with the lead's name?
Yes. You can use personalization tokens like {{contact.firstname}} in the subject and body of the email. When the email is sent, the contact's real name will automatically replace the token. You can also use other tokens like {{contact.company}} or {{owner.firstname}}.
What happens if the lead replies while in a HubSpot sequence?
If you have the 'Pause on reply' option configured, the sequence automatically stops when the lead responds. This is highly recommended to avoid sending automated emails to someone who is already in conversation with an agent.