Build and publish a flow

A flow decides what happens to a lead. You draw it on a canvas.

Before you start

• Team: have each rep connect their calendar. Press Send link by a rep, or Copy link and send it yourself. The rep opens it, with no login, and signs in to Google or Microsoft. A rep with no connected calendar is given no leads.
• Queues: add a queue and put reps in it.
• Scheduler: add a meeting type, and check the working hours. A meeting type is a kind of meeting: its length, the gap kept either side of it, and what the invitation says. Any rep can host any meeting type, so a flow can offer a long meeting to one kind of lead and a short one to another.

Make the flow

1. Open Flows and press New flow. Give it a name. Start blank, or from a template.
2. Every flow starts with three steps you cannot remove: the form is submitted, the lead is cleaned and matched to its company, and HubSpot is checked for the contact, the company and its deals.
3. Add steps from the list on the left. Click one to add it under the step you have selected.
4. Select a step to set it, in the panel on the right.
5. Link steps: drag an exit, the small pill on a step’s bottom edge, onto the next step. Or choose where each exit goes in the panel.

A first flow

A flow many teams start with:

1. If / else: the address is free-mail. Yes: Show message, “Thanks, we will be in touch.”
2. No: Assign to existing owner. If the company already has an owner in HubSpot, the lead is theirs.
3. No owner, or the owner is away: Assign from queue.
4. Show calendar, with your meeting type.
5. Booked: Create deal. Not booked: Create task for the rep.

Show calendar has a third exit, Cancelled. It runs when the meeting is later cancelled: by the visitor, from the link in their invitation, or by the rep. Link it to what should happen then, such as a task for the rep or a change to the deal. It may be left unlinked. If the lead was waiting at a later step, that wait ends. A visitor who moves their meeting stays where they are in the flow.

Two steps that need something first

AI classify asks a model one question about the lead and saves one of the answers you allow, as flow.ai. Use it to sort free text, such as what a message is about.

• Write the question, and put the field to sort in braces: What is this message about? {{form.message}}.
• List the allowed answers, one a line. The model must pick one.
• Only the question is sent to the model (Claude, from Anthropic), with the fields you name filled in. Name no field you would not send. Add Anthropic to your privacy notice if you send personal data.
• It is slow. Put it after the step that shows the visitor something, or the visitor waits for it.
• If the model does not answer, the flow carries on with the answer you set for that, or stops, as you choose.

Enrol in HubSpot puts the lead’s contact into one of your contact-based HubSpot workflows.

• Your HubSpot account must have workflows, and Signalbox must have the workflows permission. Settings lists it as “Enrol contacts in workflows”. If it reads NOT GIVEN, an admin presses Reconnect and approves it.
• Choose the workflow in the step. One that is switched off in HubSpot is marked “(off)”.
• To put a lead into a HubSpot sequence, enrol them in a workflow that enrols in the sequence. Signalbox cannot enrol in a sequence itself.

Check it

• Issues lists what is wrong. An issue marked “blocks publish” must be fixed. Click one to go to its step.
• Dry run runs the draft on a sample lead. Type an email address. The company look-up and the HubSpot check are real; nothing is written, nobody is assigned and nothing is booked. The path the lead takes is drawn in green.

Publish it

Only an admin can publish. Press Publish. The draft becomes a numbered version. Leads always run a published version, and a lead keeps the version it started on.

Give it to a form

1. Open Forms and choose the form.
2. Choose the flow.
3. Turn Listen to this form on.

From the next submission, visitors to that form get what the flow decides.

Start a flow from something other than a form

Select the Trigger step and choose what starts the flow.

Starts when	What to set	What to know
Another system posts to the flow’s address	Nothing. The step shows the address	Post a JSON object with an email field. Its other top-level values are fields, as form.<name>. Anyone who has the address can start the flow, so keep it private. Send an Idempotency-Key header and a repeat starts nothing
A HubSpot contact is created or changed	Created, or a property and, if you like, the value it changes to	Contacts only. The flow starts at most once a minute for one contact, and never for a change Signalbox made
A meeting Signalbox booked has an outcome	The outcomes to watch: held, a no-show, cancelled, rescheduled	Signalbox reads the outcome from HubSpot once an hour, for two weeks after the meeting

Nobody is on a page when such a flow runs. A step that shows the visitor something (a message, a calendar, questions) is passed over, and the editor warns you of each one. A flow that does not start from a form cannot be given to a form.

Change it later

Edit the draft and publish again. History lists every version, and can copy an old one back into the draft.