Annual review reminder

This workflow is for clients due for a scheduled financial review, on an Annual, Semi-Annual, Quarterly, or Monthly cadence.

• Enrollment: Automatic & Manual. The workflow triggers when a contact's Proposed Next Review Date is 30 days away, calculated from their Client Review Frequency and Last Meeting Date Completed.
• Workflow length: Up to roughly 3 weeks. 3 emails, 2 review-check tasks, plus a final Overdue task if there's still no response.

Table of contents

Workflow overview

Core properties

Review-check task guidance

After the workflow

How to measure

Troubleshooting

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How to manually enroll

Manual enrollment allows you to enroll the contact even if they do not currently meet the workflow’s enrollment criteria.

From the person’s contact record

1. In the right sidebar, find the Workflow Memberships section.
2. Click Manage.
3. In the upper-right corner, click Enroll in workflow.
4. Open the workflow dropdown.
5. Search for “AMKT Master_Lead Nurturing_Persona” and select the workflow.
6. Click Enroll.
7. Confirm the enrollment in the workflow membership or enrollment history area.

Workflow overview

All emails send Monday through Friday, 8:00–11:00 AM in the contact's local time zone. Email #1 sends automatically once Workflow A calculates a Proposed Next Review Date and the contact reaches the 30-day mark.

Core properties. Personalization items to check

Even though this workflow personalizes automatically, it's worth confirming on your own contact and profile records that:

• Contact: First name is in the greeting.
• Your meetings link () points to your own calendar.
• Contact owner reflects the correct advisor.
• No placeholder text remains.

Review-check task guidance

Unlike a call task, these tasks aren't scripted outreach, they're a checkpoint for you to confirm whether the client has booked, and to set Review Booking Status accordingly so the workflow knows what to do next.

Task 1 — “Did [Contact Name] book their review?”: Due 3 days after Email #1. Check your calendar and the contact record. Set Review Booking Status to Booked if they've scheduled, Completed if the meeting already happened, or leave it as is if they haven't responded.

Task 2 — “Did they respond to Reminder #1?”: Same check, due 3 days after Email #2.

Final Overdue task: Created after Email #3 sends. This is a prompt for you to personally follow up, call, text, or a manual email, since the automated sequence has run its course.

Reminder: Setting Review Booking Status to Booked alone does not stop the workflow. The client also needs Last Meeting Date Completed updated, meaning the meeting actually happens and gets logged, before they'll unenroll.

After the workflow

• Meeting held and logged: Review Booking Status (Booked or Completed) together with an updated Last Meeting Date Completed unenrolls the contact automatically. This also feeds Workflow A, which recalculates their next Proposed Next Review Date.
• Booked but not yet held: the contact stays enrolled and will continue receiving Email #2, Email #3, and follow-up tasks until the meeting is logged as completed. This is the intended AND-based behavior.
• No response after Email #3 and the final Overdue task: follow-up from here is manual. Unlike the Advisor Direct sequence, there's currently no automatic handoff to a nurture track, worth flagging to the AMKT team if one is wanted.
• Contact asked to stop receiving emails: unenroll manually and check Do Not Contact on the contact record.

How to measure

This is a Workflow, not a Sequence, so reporting lives in a different place: go to Workflows, select the workflow, then the Performance tab.

That view shows enrollment, currently active, and goal-met counts, along with performance on each email step. To check an individual contact's path, open the workflow's Enrolled or History tab, or view the Workflows section on the contact record directly.

What's not measurable

• Whether a booked meeting came from a reminder email specifically versus another channel.
• Task outcomes beyond whatever Review Booking Status was set to.
• Anything that happened outside HubSpot: texts, calls, personal email.

Required to measure: Review Booking Status and Last Meeting Date Completed both need to be kept current, since those two properties drive both the AND-based unenrollment and any reporting pulled from this workflow.

Troubleshooting