Keep members before the date. Renewals that start a month early on WhatsApp.

A month before renewal, send a WhatsApp reminder with a one-screen Flow. Members who want to stay get the link to your renewal page, and anyone unsure hears from a person before the date.

Get started free Try a live Flow on WhatsApp (opens in a new tab)
Flo, the Flowella mascot, pointing at a simple flowchart in an open ring-bound playbook with colourful tabbed pages
Trigger
30 days before renewal, or a member’s question
Channel
WhatsApp, with each choice in HubSpot
Workflow
3 templates, 1 Flow, 1 branch
Needs
HubSpot workflows, on Professional or Enterprise

Step through the play as the member.

Grace, a member, is a month from renewal, or asks how to renew in the chat. Each step shows what she sees on WhatsApp and what lands on her HubSpot record, from the reminder to the renewal. Your answers in the Flow decide which way the branch goes.

Flo pointing along one of three signpost arrows, the way the branch sends each member down one path
Membership RenewalsStep 1 of 5
  1. Where Grace comes from

  4. Yes, 60 or more: send the renewal link

    No, under 60: a person calls

  5. Renew: renewal_link, then a confirmation

    Call: renewal_callback and an owner

Acme InstituteBusiness account
Sample data

Today

Grace Bello+44 7700 900427
Sample data

Properties

renewal_trigger
renewal_reminder30 days before renewal
renewal_choice
No value
member_benefit
No value
member_feedback
No value
renewal_score
No value
renewal_status
due_in_30_days
hubspot_owner_id
No value

Activity

    2 of 7 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 membership renewal blueprint.

    A month out, a reminder and a one-screen Flow, then one branch: members who stay get the renewal link, and anyone unsure gets a person before the date. You build it in a HubSpot workflow, from Flowella’s WhatsApp triggers and actions.

    • Trigger
    • Send WhatsApp
    • Delay
    • Branch
    • Goal
    • Numbered note
    1. Enrolment trigger30 days before renewal_date

      A date-based trigger that re-enrols every year, or a member asking in the chat.

      Re-enrol every year

      Turn on re-enrolment, so the same workflow runs every renewal cycle.

    2. Send WhatsApp TemplateThe reminder

      renewal_reminder, with plan, date and the Flow button “Choose how to renew”.

    3. Delay until event happensForm Completed, up to 14 days

      The answers land as renewal_choice, member_benefit and member_feedback.

      No answer in 14 days: a lighter reminder, then one at 7 days.

      Remind lightly

      Two quieter reminders at 14 and 7 days, then the date. No daily chasing.

    4. BranchIs renewal_score 60 or more?

      Either renewal option scores 60. Updating details or leaving scores 0.

      Unsure means a person

      Members thinking of leaving want to be heard. A call before the date beats a reminder after.

    5. Yes
      Send WhatsApp TemplateThe renewal link

      renewal_link, to your own secure renewal page

      Delay until event happensRenewal recorded, up to 7 days

      Your billing system writes the renewal to HubSpot

      Not renewed in 7 days: a person calls.

      GoalRenewed

      A confirmation in the chat, and the date rolls forward

      No
      Rotate record to ownerMember services

      A named person, before the renewal date

      Send WhatsApp TemplateThe call

      renewal_callback, with a round-robin meetings link that puts the owner first

      GoalKept, or a clean goodbye

      Lapsed members join a win-back list the day after expiry

      Payment off the chat

      Renewal and payment happen on your own secure page, never in WhatsApp.

    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 keeps members.

    Three WhatsApp templates and the Flow they open carry the renewal. Payment stays on your own renewal page, and every variable comes from the HubSpot record.

    Show the messages as

    • renewal_reminderMarketingEnglish (UK)Sample data

      Sends 30 days before renewal_date, or straight back to a question

      Your membership renews soonHi {{first_name}}, your {{plan_name}} membership renews on {{renewal_date_text}}. Tell us how you’d like to continue: it takes two taps.Reply STOP to opt outChoose how to renew
      Your membership renews soonHi Grace, your Professional membership renews on 14 November. Tell us how you’d like to continue: it takes two taps.Reply STOP to opt outChoose how to renew

      Plan, date and two taps, a month before the date, while there’s time to act.

    • renewal_flowWhatsApp Flow1 screenSample data

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

      The Flow, Your renewal: what would you like to do (renew for another year, renew paying monthly, update my details first, I’m thinking of leaving), what do you value most (events, training, member rates) and an optional question, anything we could do better.

      Grace’s Flow, with renew for another year and events chosen, and the optional question left blank.

      Their choice as one tap, what they value as another, feedback optional.

    • renewal_linkMarketingEnglish (UK)Sample data

      Sends when renewal_score is 60 or more

      Renew in a minuteThanks, {{first_name}}. You can renew on our secure page below, yearly or monthly. It takes about a minute, and we’ll confirm here when it’s done.Reply STOP to opt outRenew now
      Renew in a minuteThanks, Grace. You can renew on our secure page below, yearly or monthly. It takes about a minute, and we’ll confirm here when it’s done.Reply STOP to opt outRenew now

      One tap to your own renewal page, and a confirmation in the same chat.

    • renewal_callbackUtilityEnglish (UK)Sample data

      Sends when renewal_score is under 60

      Thanks for telling us, {{first_name}}. {{rep_name}} from member services will call you this week. If another time suits you better, pick one below.Pick a time
      Thanks for telling us, Grace. Chris from member services will call you this week. If another time suits you better, pick one below.Pick a time

      A named person before the date, not another reminder.

    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 renew.

    The play captures all five. The answers land in custom properties the play creates, next to Flowella’s own events, so a workflow can read them.

    5 signals, what each looks like, and where each lands in HubSpot
    SignalAt riskRenewingLands in HubSpot as
    Their renewal choiceA choice in the chat tells you who to confirm and who to call. Thinking of leaving Another year renewal_choice
    How fast they open itFlowella logs how long the reminder took to read. Minutes beat days. Read days later Read in minutes timeToReadSecondsOn the Message read event
    Whether they finishOnly a finished Flow fires Form Completed. No answer means the lighter reminders, not a guess. Opened, then left Every question done Form CompletedThe Flowella trigger
    What they’d changeFeedback in their own words before they decide, not in an exit survey. Left blank A named fix member_feedback
    Whether the renewal landsA renewal your billing system writes to HubSpot stops every reminder. No renewal yet Renewal recorded renewal_status

    Why WhatsApp renewals work.

    Renewal is a memory problem before it’s a payment problem. A reminder they read, a choice in two taps and a person for anyone unsure keeps members who would have drifted.

    • Why speed matters

      A month before the date there’s still time to act. A reminder read the same day, and a call within the week for anyone unsure, beats chasing a membership that has already lapsed.

    • How to enhance it

      Add what each member used this year to the reminder, offer a pause or a lighter plan to anyone leaving, send a different message to members on auto-renew, and start a win-back list after expiry.

    • Gotchas

      Send the date as text: a raw HubSpot date arrives as 14.11.2026 00:00. Offer only options you can honour, keep payment on your own page, and skip members who have already renewed.

    The point: remind members why they joined before you ask them to pay again.

    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. Membership Renewals 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 renewals.

    Browse all playbooks

    This play is filed under Customer success Keep customers Professional Services Charity & Non-profit

    • Re-engagement

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

      • Marketing
      • Customer success

    • Donation Campaigns

      Raise more from supporters: video-led WhatsApp donation campaigns from HubSpot, exit on first donation, never ask twice.

      • Fundraising

    • Customer Onboarding

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

      • Support
      • Customer success

    • 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

    • Contact Data Refresh

      Refresh stale CRM records with WhatsApp confirmations, structured corrections, one reminder, and a clear freshness flag.

      • Support
      • Customer success

    • Event & Webinar Reminders

      Fill events and webinars with a WhatsApp invite, a three-tap booking Flow, timed reminders, and the recording for anyone who can’t make it.

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

    Run your next renewal on WhatsApp.

    Turn the month before renewal into a reminder, a two-tap Flow and a person for anyone unsure. Start free today, or book a 30-minute demo and we’ll map this play to your members.

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