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Campaigns to HubSpot segments

Instead of building a separate contact list in SendSeven, you can send a SendSeven campaign directly to the members of an existing HubSpot list — active or static, whichever HubSpot list you already maintain your audience in.

Linking a HubSpot list​

  1. In SendSeven, go to Reach → Lists (or wherever you manage campaign audiences) and choose Link a HubSpot list.
  2. Search for and select the HubSpot list you want to use.
  3. SendSeven creates a linked list that you can target with any campaign, the same way you'd target a normal SendSeven list.

[screenshot: "Link a HubSpot list" picker]

Once linked, you can preview how many of the list's members SendSeven can actually reach before sending — this catches cases where, for example, most of a list has an email address but few have a phone number, before you commit to a send.

[screenshot: HubSpot segment preview showing resolved / unresolved member counts]

How membership resolves​

When a campaign targets a linked HubSpot list, SendSeven resolves each HubSpot list member to a matching SendSeven contact (by email, and phone as a fallback), then applies your normal channel and opt-out rules — exactly as it would for a native SendSeven list. In practice that means:

  • A member who already matches a SendSeven contact you can message is included.
  • A member with no matching contact, or no reachable contact method, is handled according to your list's unresolved member setting — by default, unresolved members are skipped and don't block the rest of the send. You can also choose to skip the whole segment if too many members are unresolved, or count the segment differently, from the list's settings.
  • Anyone who has opted out on any channel is excluded, the same as any other SendSeven send.

Keeping membership fresh​

By default, list membership is resolved fresh at send time — so a campaign always reflects the current state of the HubSpot list, with no extra setup. If you send to the same large segment repeatedly and want faster resolution, ask us about cached refresh options at [email protected].

Sending to one contact from a HubSpot workflow​

Beyond bulk campaigns, three HubSpot workflow actions let you act on a single contact as a step in any HubSpot workflow:

  • Send SendSeven campaign — enroll the contact in an existing SendSeven campaign.
  • Send WhatsApp Template (SendSeven) — send the contact a WhatsApp template directly, without needing a campaign at all.
  • Send Message (SendSeven) — send the contact a free-form message on any channel, or let SendSeven pick the best reachable one automatically.

Add any of these actions to a HubSpot workflow like any other action, and fill in the fields it needs.

[screenshot: HubSpot workflow editor with the "Send SendSeven campaign" action added]

Setting template variables and header media​

The Send WhatsApp Template action's template picker shows a short preview of each template's message body right in the dropdown, so you can tell templates apart without leaving the workflow editor.

If the template you pick has variable placeholders, fill them in with the Variable 1–Variable 10 fields, in the same order the placeholders appear in the template (header first, then body). Each one accepts either a fixed value or a HubSpot CRM property / personalization token, so you can map, for example, Variable 1 to the contact's first name. Leave any variables the template doesn't use blank.

If the template has an image, video, or document header, set it with either:

  • Header Media (from Media Gallery) — pick an existing asset from your SendSeven Media Gallery, or
  • Header Media URL — a one-off public URL, for media you haven't added to the gallery.

Use Header Document Filename to override the filename shown to the recipient for document headers (otherwise the template's default filename is used).

What this can't do: HubSpot workflow actions don't support a fully rendered, live-updating preview of the final message the way our CRM record card does — that's an iframe with its own UI, and workflow actions are a fixed set of fields defined ahead of time. The body-text snippet in the template dropdown is the closest equivalent available in a workflow. If you need to see the exact rendered message before sending, use the WhatsApp Template Send card on a contact record instead, which does show a full live preview.

Sending a free-form message​

The Send Message action sends the enrolled contact a plain message — no campaign and no pre-approved template required — which makes it the right choice for one-off replies, notifications, and anything that doesn't fit a template.

Fill in:

  • Channel — pick a specific channel (WhatsApp, Telegram, Messenger, Instagram, SMS or Email), or leave it on Auto to let SendSeven send on whichever channel the contact is currently reachable on.
  • Message Text — the message body. Type a fixed message or map it to a HubSpot CRM property / personalization token, so each contact gets a personalized message from the same workflow step.
  • Media (from Media Gallery) or Media URL (one-off) — optionally attach an image, video, or document. The Media Gallery picker takes priority if both are set.
  • Document Filename — an optional display name when attaching a document.
  • Button 1–3 — up to three buttons, each either a Quick Reply (sends a fixed value back to you when tapped) or an Open URL button (opens a link). Leave a button's label blank to omit it. On free-form WhatsApp, Open URL buttons aren't supported and are dropped (Quick Reply buttons still go out; if every button is Open URL, the message sends as plain text); Telegram, Messenger and Instagram support both types.

Media and buttons can't be combined in the same Send Message step — if you need both, use two steps.

[screenshot: HubSpot workflow editor with the "Send Message" action added]

The 24-hour WhatsApp window: like any free-form WhatsApp message, a Send Message action only delivers on WhatsApp within 24 hours of the contact's last message to you (WhatsApp's customer-care window). Outside that window, a WhatsApp send fails — on Auto, SendSeven falls back to another reachable channel if one exists; on a channel pinned to WhatsApp, the workflow step fails instead. If you need to reach a contact on WhatsApp outside the 24-hour window, use the Send WhatsApp Template action above instead — approved templates aren't subject to this restriction.

Branching on contact reachability​

Every contact synced to HubSpot carries a SendSeven Reachable Channels property (sendseven_reachable_channels) — a multi-checkbox field listing which channels that contact is currently reachable on (WhatsApp, Telegram, Messenger, Instagram, SMS, Email). SendSeven keeps it up to date automatically whenever a contact's channel connections or opt-outs change.

Use it to branch a workflow before a Send Message step, so contacts only enter the branch that matches how you can actually reach them — for example, a branch that checks "is WhatsApp" in SendSeven Reachable Channels before a WhatsApp-only Send Message step, with a fallback branch using Auto (or Email) for everyone else.

[screenshot: HubSpot workflow branching on the "SendSeven Reachable Channels" property]

This property requires the connected HubSpot app to have the contact-properties write scope, which is requested but optional at install — if a portal didn't grant it, the property isn't created and reachability branching isn't available until it's granted (reconnecting the app from Settings → Integrations re-prompts for it).