Looking to supercharge your referral campaigns? HubSpot workflows, an automation tool that handles repetitive tasks and streamlines processes, might just be the secret sauce.

 With a little automation magic, you can streamline your referral strategy, boost conversions, and keep your team focused on what matters most—delighting your customers.

Why HubSpot Workflows Matter for Referral Campaigns

Referral programs are essential for growth, but managing them manually wastes time and leads to missed opportunities. HubSpot workflows eliminate this by automating repetitive tasks, ensuring every referral is captured and rewarded. From enrolling participants to sending rewards, workflows handle it all.

The real advantage lies in automating every step of your referral campaign. Workflows can enroll participants, send follow-ups, and reward advocates automatically, streamlining the entire process.

If you want to elevate your referral campaigns, the Viral Loops app for HubSpot is a game-changer. Designed for seamless integration, it lets you:

• Trigger workflows based on purchases, closed deals, or form sign-ups.
• Automatically track referrals, manage rewards, and update contact data (e.g., referral count, unique links, and reward statuses).

Access the app, set your triggers, and let the automation drive your referral success.

Setting Up Referral Campaign Workflows

Integrating Viral Loops with HubSpot automates your referral campaigns by leveraging key triggers to streamline contact management and conversion tracking. Here’s the core concept:

• Trigger in HubSpot (e.g., new contact added) ➔ Viral Loops instantly registers the contact via the workflow and the Viral Loops app for HubSpot.
• Deal closed/updated ➔ Viral Loops records a conversion event.

This means any significant HubSpot action can directly impact your referral campaigns, ensuring seamless enrollment and accurate reward tracking.

Example Workflow

• New contact added to HubSpot: They’re automatically enrolled in your Viral Loops referral program, ensuring no one is missed.
• Deal closed/updated in HubSpot: Viral Loops logs this as a conversion, triggering rewards for referrers.

By syncing these actions, you’ll create an automated, efficient referral campaign workflow that saves time, enhances tracking, and engages participants effectively.

Step 1: Create a Workflow from Scratch

1. Navigate to: HubSpot > Automations > Workflows.
2. Select: “Create Workflow” > “From Scratch.”
3. Choose Object Type: Contacts, Companies, or Deals.
4. Name & Describe: Use specific names (e.g., “Referral Campaign - New Contact”).

Why it matters: Starting from scratch ensures alignment with your referral goals.

💡 Pro Tip: Use HubSpot’s Breeze for inspiration.

Step 2: Leverage Enrollment Triggers

1.Define enrollment criteria (e.g., “New Contact Added” or “Referral Form Submitted”).

2. For Viral Loops, trigger enrollment when contacts sign up through the referral campaign or submit a referral.

3. Enable re-enrollment to capture recurring actions (e.g., multiple referrals).

Why it matters: Proper triggers ensure the right participants join your campaigns, maximizing efficiency.

💡 Pro Tip: Use clear, precise conditions to avoid skewed metrics from irrelevant contacts.

Step 3: Connect Viral Loops Actions

1. Use the Viral Loops app in HubSpot to:
   
   • Automatically register new contacts in your referral program.
   • Log conversion events when deals close or update.
2. Add automation actions like sending emails or updating deal stages.

Example: Send a thank-you email: “Thank you, [First Name], for referring your friend!”

Why it matters: Automating these actions ensures seamless tracking and reward distribution.

💡 Pro Tip: Test all actions before activating the workflow to prevent errors.

Step 4: Add Automation Actions

1. Select from HubSpot’s automation options:
   
   • Sending follow-up emails.
   • Updating contact properties.
   • Creating tasks for your team.
2. Assign referred contacts to your sales team for follow-ups and send them a welcome email.

Why it matters: Automation reduces manual tasks and keeps your campaigns running smoothly.

💡 Pro Tip: Review automated messages for professionalism and accuracy.

Step 5: Monitor and Optimize

1. Use HubSpot’s workflow minimap to ensure logical connections.
2. Turn on workflows and monitor performance via HubSpot reports.
3. Track key metrics:
   
   • Referrals.
   • Conversions.
   • Rewards delivered.

Why it matters: Regular monitoring helps you identify areas for improvement and ensures optimal performance.

💡 Pro Tip: Schedule periodic reviews of workflow reports to fine-tune your campaigns.

Best Practices for Success

HubSpot + Viral Loops: Best Practices for Success

1. Start Simple
   Begin with straightforward workflows and refine them as you discover what works best. Simplicity minimizes errors and allows you to master the fundamentals before scaling. Focus on one specific goal per workflow to maintain clarity and efficiency.
2. Leverage Integration
   Take advantage of HubSpot's seamless integration with Viral Loops to create a unified and streamlined referral campaign experience. Regularly sync and update your integrations to avoid data discrepancies and ensure smooth operations.
3. Test and Optimize
   Conduct A/B tests to determine the most effective actions and timing for your campaigns. Testing provides valuable insights that help you continuously improve performance. Document your findings to build a knowledge base, guiding future campaigns toward even greater success.

Ideal Scenarios and Businesses for HubSpot Referral Workflows

HubSpot referral workflows are particularly effective in the following scenarios and businesses:

• E-commerce Stores: Automate thank-you emails, referral tracking, and reward delivery to encourage repeat purchases and referrals.
• SaaS Companies: Streamline user referrals by automating onboarding sequences, tracking sign-ups, and sending personalized rewards.
• Service-Based Businesses: Simplify referral management by assigning referred leads to the appropriate team members and keeping track of progress.
• Event Management: Use workflows to reward attendees who bring friends and manage referral-based ticket promotions.
• Nonprofits: Encourage donations by automating personalized thank-you emails and reward systems for recurring contributors.

 Are you in one of these industries? Take the first step towards automating your referral campaigns. Start building your custom HubSpot workflow today and see the difference automation can make for your business.

Check out our latest Youtube Video on this update here:

Work Smarter, Not Harder

The Viral Loops app seamlessly integrates with HubSpot, empowering you to automate the heavy lifting in your referral campaigns. By streamlining your workflows, you can focus on scaling and achieving your conversion goals confidently. With these powerful tools, turning referrals into measurable ROI becomes a straightforward path to success.

Start building your first HubSpot workflow with Viral Loops today and watch your referrals and your revenue soar.

Need extra help? We’ve got you covered. Book a demo, and let’s chat about the best options for your business!