Event reminders people actually see. From invite to joining link on WhatsApp.

Turn a form, a poster scan or an invite into a booked place with a three-tap WhatsApp Flow, then send reminders and joining details where people look, with every answer in HubSpot.

Get started free Try a live Flow on WhatsApp (opens in a new tab)
How Oaklands College grew same-day applications by 160%
Flo, the Flowella mascot, pointing at a simple flowchart in an open ring-bound playbook with colourful tabbed pages
Trigger
A form, a poster QR or an invite list
Channel
WhatsApp, with the answers in HubSpot
Workflow
3 templates, 1 Flow, 1 branch, then reminders
Needs
HubSpot workflows, on Professional or Enterprise

Step through the play as the guest.

Ella hears about your open evening from a form, a poster or an invite. Each step shows what she sees on WhatsApp and what lands on her HubSpot record, from the invite to a booked place. Your answers in the Flow decide the branch. All five properties are custom ones the play creates.

Flo pointing along one of three signpost arrows, the way the branch sends each guest down one path
Event & Webinar RemindersStep 1 of 5
  1. Where Ella comes from

  4. Yes or maybe: book the place, line up reminders

    No: plan the recording instead

  5. Booked: event_booked and the reminders

    Not this time: event_recording and a list

Acme InstituteBusiness account
Sample data

Today

Ella Hughes+44 7700 900457
Sample data

Properties

registration_source
website_formSend me the details form
attendance_intent
No value
attendance_mode
No value
access_needs
No value
registration_status
invited

Activity

    2 of 5 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 event reminder blueprint.

    An invite, a three-question Flow, then one branch: people who are coming get booked and reminded, and the rest get the recording. 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 form, a poster QR or an invite list

      A HubSpot form, the first WhatsApp message from your code, or list membership.

    2. Delay5 minutes, for form sign-ups

      QR scans messaged first, and the invite list goes at a time you pick.

    3. Send WhatsApp TemplateThe invite

      event_invite, with the date and the Flow button “Save my place”.

      Ask in one message

      The date and the Flow together, so a yes takes three taps and no form.

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

      The answers land as attendance_intent, attendance_mode and access_needs.

      No answer in 3 days: the workflow ends. No chasing.

      Don’t chase silence

      No answer in 3 days is an answer. One invite is enough.

    5. BranchIs attendance_intent yes or maybe?

      A yes or a maybe books the place; a no plans the recording.

    6. Yes
      Send WhatsApp TemplateThe booking

      event_booked, with Add to calendar

      DelayUntil the day before

      A “Plans changed” reply moves them to the recording list

      Send WhatsApp TemplateThe reminders

      The day before, then directions or the joining link on the morning

      GoalAttended

      Attendance lands in HubSpot from your own check-in or webinar list

      No
      Send WhatsApp TemplateThe recording plan

      event_recording, keeping the door open

      Add to static segmentRecording list

      Gets the recording after the event

      GoalNot this time

      Still warm for the next date

      Confirm straight away

      A booked place with a calendar link sets up every reminder that follows.

      Send the link on the morning

      Put the joining link in the morning message’s text, from the record, so each guest’s link works.

    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 them in the room.

    Three WhatsApp templates and the Flow they open carry the booking, and the day-before and morning reminders follow the same style. Every variable comes from the HubSpot record.

    Show the messages as

    • event_inviteMarketingEnglish (UK)Sample data

      Sends 5 minutes after the form, straight back to a QR scan, or to the list

      Save your placeHi {{first_name}}, our {{event_name}} is on {{event_date}}, here at the Institute and online. Save your place in three taps and we’ll send everything you need here.Reply STOP to opt outSave my place
      Save your placeHi Ella, our open evening is on Thursday at 6pm, here at the Institute and online. Save your place in three taps and we’ll send everything you need here.Reply STOP to opt outSave my place

      The date and the Flow in one message, so saying yes takes three taps.

    • event_placeWhatsApp Flow1 screenSample data

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

      The Flow, Save your place: will you join us (yes, I’ll be there; maybe, remind me; I can’t make it), how will you join (in person, online) and an optional question, any access or dietary needs.

      Ella’s Flow, with yes, I’ll be there and in person chosen, and the optional question left blank.

      Coming or not, in person or online, and any needs. Each answer lands as its own property.

    • event_bookedUtilityEnglish (UK)Sample data

      Sends when attendance_intent is yes or maybe

      You’re bookedThanks, {{first_name}}. Your place at the {{event_name}} on {{event_date}} is booked. We’ll remind you the day before, and send directions or your joining link on the morning.Add to calendarPlans changed
      You’re bookedThanks, Ella. Your place at the open evening on Thursday at 6pm is booked. We’ll remind you the day before, and send directions or your joining link on the morning.Add to calendarPlans changed

      Confirms the place and says exactly when the next messages arrive.

    • event_recordingMarketingEnglish (UK)Sample data

      Sends when attendance_intent is no

      No problem, {{first_name}}. We’ll send the recording here after the {{event_name}}, and you can reply any time to save a place at the next one.Reply STOP to opt out
      No problem, Ella. We’ll send the recording here after the open evening, and you can reply any time to save a place at the next one.Reply STOP to opt out

      Keeps the door open without a guilt trip, and the recording still lands.

    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 you who will turn up.

    The play captures all five, and each lands in HubSpot as something a workflow can read, not a guess on the night.

    5 signals, what each looks like, and where each lands in HubSpot
    SignalMight not comeWill turn upLands in HubSpot as
    Whether they’re comingA clear yes, maybe or no tells you how many chairs, and who to remind. No reply Yes, I’ll be there attendance_intent
    How they’ll joinIn person or online decides whether they need directions or a joining link. Not asked In person, chosen attendance_mode
    What they need from youAccess and dietary needs on the record before the night, not at the door. Heard on the night Told you in advance access_needs
    How fast they open itFlowella logs how long the invite 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-answered invite books nothing. Opened, then left Every question done Form CompletedThe Flowella trigger

    Why event reminders on WhatsApp work.

    Sign-ups are easy to forget and emails easy to miss. WhatsApp puts the date and the joining link where people actually look.

    • Why attendance drops

      People forget, lose the link or decide it can wait. A reminder the day before and the details on the morning rebuild the plan without another list-wide email.

    • How to enhance it

      Add a calendar link, split sessions by topic, route people who ask questions to sales, and send attendees a short feedback Flow after the event.

    • Gotchas

      Mind time zones, suppress cancelled events, never send a stale joining link, and keep the recording message helpful rather than guilty.

    The point: a registration is a promise, and WhatsApp helps people keep it.

    Scanned at an open event, answered on WhatsApp.

    Oaklands College runs Future You, a WhatsApp careers quiz, on Flowella and HubSpot. Students start it by scanning a QR code at open events and school visits.

    Exceptional engagement platform that transformed our student conversion with 160% increase in same-day applications and 90% WhatsApp response rates.

    Peter Hudson Peter HudsonDirector of Admissions, Brand & Customer Innovation, Oaklands CollegeHubSpot Marketplace integration Oaklands College
    • 160%increase in same-day applicationsOaklands College
    • 90%WhatsApp response ratesOaklands College
    Read the Oaklands College story See all reviews on the HubSpot Marketplace (opens in a new tab) G2 reviews (opens in a new tab)

    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. Event & Webinar Reminders 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.

    The cover of The HubSpot + WhatsApp Playbook, Vol. 01.

    Page 1 of 5The cover

    Browse playbooks by what you do.

    Twenty plays, each a working blueprint. These six sit closest to filling the room.

    Browse all playbooks

    This play is filed under Sales Marketing Professional Services B2B SaaS Agencies Charity & Non-profit Education

    • Appointment Reminders

      Cut no-shows with WhatsApp appointment confirmations, timed reminders, prep requests, self-serve reschedule, and attendance follow-up.

      • Sales
      • Support

    • Meeting Booking Workflow

      Book more meetings: a WhatsApp Flow asks the topic and timing, then sends a HubSpot meetings link that shows the right rep’s times, in the same chat.

      • Sales

    • Lead Capture & Qualify

      Qualify captured leads with WhatsApp questions, scoring, high-fit sales routing, and nurture for low-urgency contacts.

      • Sales
      • Marketing

    • NPS / CSAT

      Collect two-tap CSAT or NPS answers on WhatsApp, thank happy customers, and route every unhappy one to a person and a HubSpot ticket.

      • Support
      • Customer success

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

    Ship the event reminders first.

    Turn invites, forms and poster scans into booked places and timely reminders in HubSpot. Start free today, or book a 30-minute demo and we’ll map this play to your event.

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