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Managing the client review reminder workflow

The Client Review Reminder Workflow helps advisors stay connected with clients by sending timely reminders when their next financial review is approaching.

The workflow supports four review schedules:

  • Annual: Once every 12 months.
  • Semi-Annual: Once every 6 months.
  • Quarterly: Once every 3 months.
  • Monthly: Once every month.

Based on the client's review schedule and last completed meeting, HubSpot calculates their next review date and initiates reminders when the review is approaching.

Duration: Approximately 3 weeks
Enrollment: Automatic or manual
Follow-up: Up to 3 reminder emails, 2 review-check tasks, and a final overdue task when additional follow-up is needed.
Purpose: Help advisors maintain consistent client review schedules, encourage timely meeting bookings, and reduce manual follow-up.

When to use this workflow

Use the Client Review Reminder Workflow when a client:

  • Has an established review schedule with their advisor.
  • Has a recorded date for their last completed meeting.
  • Has consented to receive automated review reminders.
  • Is approaching their next scheduled financial review.

The workflow is designed to support ongoing client relationships and should follow the review frequency agreed upon with each client.

Do not enroll

  • Clients whose review frequency or last completed meeting date is missing or incorrect.
  • Clients who have requested that reminder emails stop.
  • Clients who are already receiving conflicting review reminders.

Before enrolling a client, confirm that their information and communication preferences are accurate.

Set up the client's review schedule

Four important HubSpot properties help manage the review reminder process.

Property Purpose How it's updated
Client Review Frequency Determines how often the client should have a financial review: Annual, Semi-Annual, Quarterly, or Monthly. Selected by the advisor
Last Meeting Date Completed Records the most recent completed client meeting used to calculate the next review. Automatically updated; can be manually corrected if inaccurate
Proposed Next Review Date Identifies when the client's next review is due. Automatically calculated based on the review frequency and last completed meeting
Opt-in to review reminder campaign Allows advisors to enroll clients in the automated review reminder campaign, which includes three reminder emails to help schedule their next review meeting.

Manually enabled or disabled by the advisor on the client's contact record. 

Important: Advisors should review the client's frequency, last completed meeting date, and opt-in status before relying on the automated reminders.

How to find these properties in HubSpot

  1. Open the client's contact record in HubSpot.
  2. Locate the Strategy & Review Meeting card in the contact profile.
  3. Review the four properties listed above.
  4. Update any missing or incorrect information that you are authorized to edit.
  5. Save your changes.

How to add the Strategy & Review Meeting card to your contact view

If the card is not visible:

  1. Open a contact record in HubSpot.
  2. Check the contact record's existing information cards.
  3. If available, use the record's card customization options to locate and display Strategy & Review Meeting.
  4. If the card is not available in your view or you do not have permission to add it, contact the Farther Helpdesk.

You can also use Actions > Customize properties on an editable contact information card to display individual review properties in your personal view.

Adding properties to your personal view does not change the layout for other advisors.

How the workflow works

Once a client's review information is complete and they meet the workflow's enrollment criteria, HubSpot manages the scheduled reminder process.

The workflow begins 30 days before the Proposed Next Review Date.

Step What happens Advisor action
1. Initial reminder HubSpot sends Time for your next strategy & review meeting! Review the client's booking activity.
2. First review check HubSpot creates Did [Contact Name] book their review? Check whether the client has booked and update Review Booking Status.
3. Second reminder If the workflow determines there has been no response, HubSpot sends Reminder: Your Financial Review. Review any new responses or bookings.
4. Second review check HubSpot creates Did they respond to Reminder #1? Check the contact record and update the booking status.
5. Final reminder If there is still no response, HubSpot sends Final Reminder: Your Financial Review. Review the remaining follow-up needed.
6. Final overdue task HubSpot creates a task for personal follow-up. Contact the client directly when appropriate.

Send timing: Automated emails are scheduled Monday through Friday, between 8:00 AM and 11:00 AM in the client's time zone.

The workflow includes review checkpoints between reminders, with delays of up to four days depending on task completion and booking status.

How to manually enroll a client

Manual enrollment may be used when a client needs to enter the workflow outside its normal enrollment schedule.

Before manually enrolling, confirm the client's review frequency, last completed meeting, and consent to receive reminders.

From the contact record

  1. Open the client's contact record in HubSpot.
  2. Locate Workflow Memberships in the sidebar.
  3. Click Manage.
  4. Select Enroll in workflow.
  5. Search for the approved Client Review Reminder Workflow.
  6. Select the workflow and click Enroll.
  7. Confirm that the client appears in the workflow enrollment history.

Important: Manual enrollment may start the workflow immediately, even if the client's next review is not yet 30 days away. Only use this option when early enrollment is appropriate.

For more detailed instructions, refer to How to manually enroll a contact in a HubSpot workflow.

Review-check tasks and booking status

Review-check tasks help HubSpot determine whether the client has booked or completed their financial review.

These tasks are checkpoints rather than instructions to send additional emails.

When a review-check task appears:

  1. Open the task in HubSpot.
  2. Check the client's contact record and your calendar for recent bookings or responses.
  3. Update the Review Booking Status property as appropriate.
  4. Mark the task complete once the review is finished.

Review Booking Status

Status When to use
Booked The client has scheduled their financial review.
Completed The client's financial review has taken place.
No Response The client has not responded or scheduled a review.

Task 1: Did [Contact Name] book their review?

Created after the first reminder email.

Check whether the client has scheduled their review. Update Review Booking Status to reflect the client's current situation.

Task 2: Did they respond to Reminder #1?

Created after the second reminder.

Check for any response or meeting booking and update the client's booking status.

Final overdue task

Created after the final reminder.

If the client still has not responded, review whether personal follow-up is appropriate.

You may contact the client by phone, text, or a direct email, following their communication preferences.

Important: Keep Review Booking Status up to date. The workflow relies on this property to determine the next steps.

What happens when a client books or completes a review

If the client books a meeting

  1. Update Review Booking Status to Booked.
  2. Confirm that the meeting appears in HubSpot or your calendar.
  3. Review any remaining reminder activity.

Under the current workflow rules described, setting the status to Booked alone does not automatically end the workflow. Additional reminders may continue until the meeting has been completed and recorded.

If the client completes their review

  1. Confirm that the meeting is marked Completed in HubSpot.
  2. Check that Last Meeting Date Completed reflects the correct meeting date.
  3. Update Review Booking Status, where applicable.
  4. Review the newly calculated Proposed Next Review Date.

The workflow uses the updated meeting information to support the client's next review cycle.

If the client does not respond

If all three reminder emails have been sent and the client has not responded, the final overdue task prompts the advisor to follow up directly.

No additional automated nurture sequence is currently included after this workflow.

If the client asks to stop receiving reminders

  1. Update Opt-in to review reminder campaign to reflect the client's request.
  2. Check whether the client is currently enrolled in the workflow.
  3. Manually unenroll the client if necessary.
  4. Update any applicable communication preferences in HubSpot.

Do not continue automated reminders when the client has withdrawn consent.

Personalizing review reminders

The workflow uses contact and advisor information to personalize the reminder emails.

Before enrolling a client, confirm that:

  • The client's first name is correct.
  • The assigned contact owner is the appropriate advisor.
  • The advisor's meeting booking link is available and points to the correct calendar.
  • No missing information or placeholder text appears in the expected email content.

If personalization is incorrect, update the relevant contact or advisor details.

Important: Do not modify approved shared workflow emails or automation settings without approval from Advisor Marketing.

Requesting a customized review schedule or service-tier setup

If your team requires a different review schedule based on client service tiers (e.g., Bronze, Gold, Diamond), specific calendar dates, or individual client needs, you can request a customized setup through Farther Help.

Customization requests may include:

  • Service-tier-based reviews: Different review frequencies or communication formats based on client tiers, such as quarterly reviews for Diamond clients or email-only reviews for Bronze clients.
  • Calendar-based scheduling: Reviews scheduled during specific months or dates each year, rather than calculated from the last completed meeting.
  • Custom review frequency: Monthly, quarterly, semi-annual, or annual reviews based on your team's needs.
  • Personalized reminders: Adjustments to reminder timing, email content, or follow-up requirements.

When submitting a request, please include:

  1. The advisor or team requesting the customization.
  2. The client group or service tier involved.
  3. Your preferred review schedule, calendar dates, or communication format.
  4. Any specific reminder or enrollment requirements.

The HubSpot Marketing Team will review your request and determine whether it can be accommodated through the existing workflow or requires a separate setup, subject to applicable firm policies.

Important: Do not modify the firm-wide workflow's enrollment criteria, scheduling, or shared email content without approval.

Advisor responsibilities and best practices

To keep the review reminder process running correctly:

  1. Set the review frequency. Confirm whether the client should receive Annual, Semi-Annual, Quarterly, or Monthly reviews.
  2. Keep meeting records accurate. Check that Last Meeting Date Completed reflects the most recent applicable completed review.
  3. Confirm client consent. Enable the reminder campaign opt-in only when the client has agreed to receive automated reminders.
  4. Review the next scheduled date. Check that Proposed Next Review Date matches the client's expected review schedule.
  5. Complete review-check tasks. Update Review Booking Status after checking the client's booking activity.
  6. Monitor client responses. Follow up directly when needed and stop reminders when requested.

When to ask for help

Contact the Farther Helpdesk if:

  • A client's Proposed Next Review Date is missing or incorrect.
  • A reminder email does not send as expected.
  • A client receives an incorrect or unexpected reminder.
  • A meeting booking link or email personalization is incorrect.
  • Reminders continue when they should have stopped.
  • You cannot find or update the required review properties.
  • You want to request a customized review schedule.

When submitting a request, include:

  • Client's name or email address
  • Relevant review date or meeting details
  • What you expected to happen
  • What actually happened
  • Screenshot, if available

Important: Contact Advisor Marketing for changes to approved workflow emails, review schedules, enrollment rules, or automation settings.

Related Workflows

Client Review Reminder Workflow — HubSpot

The standard automated workflow for scheduling client financial review reminders. It uses the client's review information to send up to three reminder emails, create internal advisor review-check tasks, and support follow-up when a review has not been scheduled.