Refresh contact data without chasing. One-tap checks on WhatsApp.

Ask contacts to confirm the details you already hold, collect what has changed in the same chat, and keep HubSpot current with a clear status and a last-confirmed date.

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Flo, the Flowella mascot, pointing at a simple flowchart in an open ring-bound playbook with colourful tabbed pages
Trigger
A stale list, a bounce or a yearly date
Channel
WhatsApp, with the answers in HubSpot
Workflow
3 templates, 1 Flow, 1 branch
Needs
HubSpot workflows, on Professional or Enterprise

Step through the play as the contact.

Chloe, a client, is due a check of the details you hold. Each step shows what she sees on WhatsApp and what lands on her HubSpot record, from the first message to a record you can trust. Your answers in the Flow decide the branch. All but the owner are custom properties the play creates.

Flo pointing along one of three signpost arrows, the way the branch sends each contact down one path
Contact Data RefreshStep 1 of 5
  1. Where Chloe comes from

  4. Yes, all still right: confirm and thank

    No, something changed: pass it to the owner

  5. Confirmed: data_thanks and a fresh status

    Update: data_updated and a task

Acme AccountingBusiness account
Sample data

Today

Chloe BennettFernway Logistics, +44 7700 900241
Sample data

Properties

refresh_reason
stale_12_monthsNot confirmed in 12 months
details_status
No value
contact_preference
No value
details_update
No value
refresh_status
due
hubspot_owner_id
Owen Price

Activity

    3 of 6 properties written

    Workflow triggers and actions need HubSpot Professional or Enterprise. Workflow actions guide

    Try a live Flow

    Scan the code with your phone to open one in WhatsApp. It’s Flowella’s own Flow, not this playbook.

    Open it in WhatsApp (opens in a new tab)

    The contact data refresh blueprint.

    A stale record, one check on WhatsApp, a three-question Flow, then one branch: confirmed records get a thank-you and changed ones go to their owner. You build it in a HubSpot workflow, from Flowella’s WhatsApp triggers and actions.

    • Trigger
    • Send WhatsApp
    • Delay
    • Branch
    • Goal
    • Numbered note
    1. Enrolment triggerA stale list, a bounce or a yearly date

      List membership, a bounced marketing email, or a date property on the record.

      Only ask stale records

      Enrol by list, bounce or date, never everyone at once. A fresh record needs no check.

    2. Send WhatsApp TemplateThe check

      data_check, showing the email and job title you hold, with the Flow button.

      Show what you hold

      Put the details in the message, so confirming takes one tap and changing takes a few words.

    3. Delay until event happensForm Completed, up to 7 days

      The answers land as details_status, contact_preference and details_update.

      No answer in 7 days: one more send, then the workflow ends.

      One reminder, then stop

      Silence is a signal too. Leave the record for the next refresh instead of chasing.

    4. BranchIs details_status all correct?

      One tap says nothing changed; any other answer is an update to apply.

      Answers find the right record

      Flowella attaches the answers to the contact the workflow enrolled, even when two share a number.

    5. Yes
      Send WhatsApp TemplateThe thank-you

      data_thanks, with a reply button

      Edit recordConfirmed today

      refresh_status to confirmed, last_confirmed_date to today

      GoalA fresh record

      Off the stale-data list for another 12 months

      No
      Send WhatsApp TemplateThe update noted

      data_updated, naming who has the change

      Create taskFor the record owner

      Apply details_update, then set last_confirmed_date

      GoalA corrected record

      Confirmed once the owner has applied the change

      Apply changes with care

      A person checks a new email or company before it replaces a field sales relies on.

    Workflow triggers and actions need HubSpot Professional or Enterprise. The answers land as contact properties on every HubSpot plan, Free included. Workflow actions guide

    Copy that gets a quick confirm.

    Three WhatsApp templates and the Flow they open carry the whole play, and the 7-day reminder sends the check once more. Each one reads well on a phone, and every variable comes from the HubSpot record.

    Show the messages as

    • data_checkUtilityEnglish (UK)Sample data

      Sends on a stale-data list, a bounced email or a yearly check date

      A quick check of your detailsHi {{first_name}}, we’re checking the details on your Acme Accounting account. We have {{email}} as your email, and {{job_title}} at {{company_name}}. Still right? It takes under a minute.Reply STOP to opt outCheck my details
      A quick check of your detailsHi Chloe, we’re checking the details on your Acme Accounting account. We have chloe.bennett@example.com as your email, and Operations Manager at Fernway Logistics. Still right? It takes under a minute.Reply STOP to opt outCheck my details

      Shows what you hold, so a yes takes one tap and a change takes a few words.

    • details_checkWhatsApp Flow1 screenSample data

      Opens from the check’s button, synced from your HubSpot form

      The Flow, Check your details: are the details in our message still right (yes, all still right; my email has changed; my job or company changed; something else changed), best way to reach you (WhatsApp, email, phone) and an optional question, what should we update.

      Chloe’s Flow, with yes, all still right and WhatsApp chosen, and the optional question left blank.

      One tap if nothing changed, a channel, and an optional note. Each answer lands as its own property.

    • data_thanksUtilityEnglish (UK)Sample data

      Sends when details_status is all correct

      Thanks, {{first_name}}. Your details are confirmed, so we won’t ask again for another year. If anything changes before then, just reply here.Something else changed
      Thanks, Chloe. Your details are confirmed, so we won’t ask again for another year. If anything changes before then, just reply here.Something else changed

      A short thank-you, a promise not to ask again too soon, and an open door.

    • data_updatedUtilityEnglish (UK)Sample data

      Sends when details_status is anything else

      Thanks, {{first_name}}. We’ve passed your update to {{owner_name}}, who looks after your account. We’ll update your record and reply here if anything’s unclear.Add something else
      Thanks, Chloe. We’ve passed your update to Owen, who looks after your account. We’ll update your record and reply here if anything’s unclear.Add something else

      Says who has the change, so nobody wonders whether it landed.

    Sample templates. Meta approves each template before it can send, and the Send WhatsApp Template action maps HubSpot properties to its variables.

    Five things that tell a live record from a stale one.

    The play captures all five, and each lands in HubSpot as something a list or a workflow can read, not a note someone has to chase.

    5 signals, what each looks like, and where each lands in HubSpot
    SignalStale recordLive recordLands in HubSpot as
    Whether it’s still rightA one-tap yes on the details you hold is the cheapest data check you can run. No answer All still right details_status
    What changed, in their wordsThe change itself, on the record, so the owner knows exactly what to fix. Left blank A new email details_update
    How they want to hear from youA chosen channel keeps the next message where they will actually read it. Never asked WhatsApp, chosen contact_preference
    How fast they open itFlowella logs how long the check took to read. A quick read says the number is live. Read days later Read in minutes timeToReadSecondsOn the Message read event
    Whether they finishOnly a finished Flow fires Form Completed, so a half-done check never changes the record. Opened, then left Every question done Form CompletedThe Flowella trigger

    Why a data check on WhatsApp works.

    People will confirm their details when the ask is short, shows what you hold and needs no login. WhatsApp is where they already answer.

    • Why records go stale

      People change jobs, numbers and inboxes faster than most CRM clean-ups run. Asking the person who knows, in the chat they answer, keeps the record right without guesswork.

    • How to enhance it

      Enrol on bounces as they happen, check the company record at the same time, route changes by owner, and skip anyone in an open deal or an open ticket.

    • Gotchas

      Respect opt-outs, check a new email before it replaces the old one, and keep the last-confirmed date as your audit trail. For prospects rather than customers, send it as marketing, not utility.

    The point: the person who knows the details best should confirm them.

    Every play, in one playbook.

    The HubSpot + WhatsApp Playbook, Vol. 01, puts each play on a two-page spread: why and when it works on the left, the blueprint on the right, and the WhatsApp copy ready to paste. Contact Data Refresh is one of them.

    1. Leave your WhatsApp number. Four fields, and no sales call attached.
    2. A short Flow arrives. It’s a live Flowella Flow, so you see one working.
    3. The playbook lands in the same chat.
    Get the playbook

    Free. Reply STOP at any time to stop the messages.

    Vol. 01

    The HubSpot + WhatsApp Playbook

    Workflows that actually convert.

    • Each play on a two-page spread
    • The WhatsApp copy, ready to paste
    • Blueprints you can build in HubSpot

    flowella.ioField manual

    Page 1 of 3The cover

    Browse playbooks by what you do.

    Twenty plays, each a working blueprint. These six sit closest to keeping records right.

    Browse all playbooks

    This play is filed under Support Customer success Professional Services B2B SaaS FinTech Healthcare Hospitality

    • KYC Onboarding

      Complete KYC faster with WhatsApp document requests, missing-file nudges, verification branches, and manual review only for exceptions.

      • Support
      • Customer success

    • Authentication / OTP

      Confirm sensitive changes on WhatsApp first, then your app sends a one-time code through the Flowella API, with fail-closed holds and every outcome logged in HubSpot.

      • Support

    • Re-engagement

      Wake dormant contacts with a WhatsApp preference prompt, branch interest, snooze, and opt-out paths, and clean HubSpot automatically.

      • Marketing
      • Customer success

    • Web Contact Follow-up

      Convert more web enquiries: a two-field form, then WhatsApp questions a tap at a time that enrich HubSpot and qualify the lead before an SDR calls.

      • Marketing

    • Membership Renewals

      Renew more memberships: a WhatsApp reminder 30 days out, a one-screen Flow, the renewal link for members who stay, and a person for anyone unsure.

      • Customer success

    • Customer Onboarding

      Guide new customers to first value with milestone WhatsApp prompts, setup nudges, support rescue, and HubSpot onboarding status updates.

      • Support
      • Customer success
    Flo jumping for joy with her fist in the air and a phone in her hand

    Ship the data refresh first.

    Turn stale records into confirmed ones with a WhatsApp check inside HubSpot. Start free today, or book a 30-minute demo and we’ll map this play to your own data.

    Get started free Try on WhatsApp (opens in a new tab)
    Or book a 30-minute demo