WF01 · New Client Onboarding — Technical Reference
Triggers, properties, automations and integrations for the New Client Onboarding workflow.
Audience: HubSpot admins, RevOps, and integration builders. This article describes the triggers, properties, automations, and integrations behind the New Client Onboarding workflow. For a plain-language version, see WF01 · New Client Onboarding — Team Guide.
Version 1.0 · Last reviewed 2026-10-12 · Content owner: Aalishan Jami, Selina Genaro · Source: PGN HubSpot Workflow 1 spec
Workflow shape
Deposit → Agreement sent → [reminder every 2 days until signed] → Signed → Deal Closed Won → Welcome Email + Assessment Reminder (repeats until complete) → Mentor assigned
Step types
- Automation · HubSpot executes with no human involved.
- Task · outside HS HubSpot assigns the task, but the work happens in another system.
- Manual · in HS a person completes the step inside HubSpot.
Key properties
| Property | Object | Purpose |
|---|---|---|
| Deal source / detail | Deal | source = INTEGRATION, detail = "Inbound Orders" (set when Sales processes the deposit) |
| Agreement Sent Date | Deal | Set when the deposit triggers the DocuSign agreement send |
| Agreement Signed Date | Deal | Set by Zap when the DocuSign envelope is completed; drives the Welcome Email and Assessment Reminder timing |
pinn_new_member_flag |
Contact/Deal | Set to true when the Deal reaches Closed Won (already live) |
pinn_assessment_completed |
Contact | Set by Zap from ScaleIt Software; stops the Assessment Reminder loop and unlocks mentor assignment |
pinn_mailing_address |
Contact | Shipping address for hoodie/swag |
pinn_pinnplace_status |
Contact | Whether the member has joined PinnPlace |
pinn_birthday |
Contact | Month/day only (no year, per PII policy); feeds Birthday Recognition (Workflow 8) |
pinn_referral |
Contact | Member referral check |
master_customer_id (List) |
List | Running list of all new members, fed by the Invoiced.com integration once connected |
Step-by-step specification
| # | Step | Type | Owner | Trigger / logic |
|---|---|---|---|---|
| 1 | Sales Team processes deposit | Task · outside HS | Sales | Creates a Deal with source = INTEGRATION, detail = "Inbound Orders". Confirm the exact Zap configuration with Ken before building the next step off this trigger. |
| 2 | Deposit triggers Agreement send (DocuSign) | Automation | – | Sets Agreement Sent Date. |
| 3 | Agreement Signing Reminder | Automation | Sender: Tina Cherry, Accounting | Trigger: 2 hours after Deal reaches Closed Won, if Agreement Signed Date is still blank. First send uses a same-day-signing tone; repeats every 2 days until signed. |
| 4 | Member signs Agreement | Manual · in HS | Accounting/Support | Agreement Signed Date set via Zap (DocuSign envelope completed → HubSpot property update only). Do not sync the signed document (PII). Matches Ken's companion Zap that creates the client in ScaleIt Software from the same envelope. |
| 5 | Deal reaches Closed Won | Automation | – | Sets pinn_new_member_flag = true (already live). |
| 6 | New member created in ScaleIt Software, credentials emailed | Task · outside HS | – | No HubSpot–ScaleIt connection until the 2.0 software build. |
| 7 | Welcome Email | Automation | From: Support (Luz Sellers). To: Client, cc: Deal salesperson | Trigger: 1 hour after Agreement Signed Date. Subject: "Welcome to PGN, [Client] - Your Onboarding Details." |
| 8 | Assessment Reminder | Automation | From: Support (Luz Sellers). To: Client, cc: Deal salesperson | Trigger: 1 day after Agreement Signed Date; repeats every 2 days until pinn_assessment_completed = true. |
| 9 | Mentor assignment gate | Manual · in HS | Desiree Santana | Mentor cannot be assigned until pinn_assessment_completed = true. The Assessment informs mentor matching. |
| 10 | Add new client details | Task · outside HS | Tina Cherry | No team assignments for new clients. |
| 11 | Send welcome lunch gift card (Small Event) | Task · outside HS | Inge Bothma | |
| 12 | Check Start/End date in ScaleIt Software, add External ID | Task · outside HS | Nicole Silva | All ScaleIt Software tasks belong to Nicole Silva. |
| 13 | Add key data in CRM | Manual · in HS | Jennifer DeWitt | |
| 14 | Assessment completion sync | Automation | – | pinn_assessment_completed set via Ken's Zap, mapping completed Assessment data from ScaleIt into HubSpot fields. Replaces the Support@ → mentorteam@ forwarding workaround. |
| 15 | Big event welcome call (assign + complete) | Manual · in HS | Jennifer DeWitt | Jennifer assigns which mentor makes the call. |
| 16 | Send books | Task · outside HS | Luz Sellers | |
| 17 | Add client info/payment plan to Invoiced.com | Task · outside HS | Tina Cherry | |
| 18 | Add client to accrual schedule | Task · outside HS | Tina Cherry | |
| 19 | Upload executed agreement to QBO | Task · outside HS | Tina Cherry | |
| 20 | [Sales Team Sale] Inform Payroll of commission | Automation | – | Notification only; no dollar amount calculated. The commission structure must be specified separately by the Payroll owner. |
| 21 | Order Hoodie | Task · outside HS | Megan Martinez | Shipping address and size come from the Welcome Email reply (pinn_mailing_address). See open item below. |
| 22 | Add to PinnPlace (do NOT send invite) | Task · outside HS | Megan Martinez | Fires right after the Welcome Email's PinnPlace invitation goes out. |
| 23 | Check if member joined PinnPlace | Manual · in HS | Megan Martinez | pinn_pinnplace_status. Trigger: 14 days after Agreement Signed Date / Welcome Email sent. |
| 24 | Capture client birthday | Manual · in HS | Jennifer DeWitt | pinn_birthday, month/day only. Feeds Birthday Recognition (Workflow 8). |
| 25 | Check for Member Referral | Manual · in HS | Jennifer DeWitt | pinn_referral |
| 26 | Assign mentor in HS | Manual · in HS | Desiree Santana | Triggers step 27. |
| 27 | Mentor + Payroll notification | Automation | – | Triggered by step 26. Includes the member's name, phone, and email. |
| 28 | Assign to Mentor in Software | Task · outside HS | Desiree Santana | Stays with the Mentor Team permanently. Other Software maintenance belongs to Nicole Silva. |
| 29 | Mentor welcome call | Manual · in HS | Assigned mentor | Must happen within 24 hours of mentor assignment. |
| 30 | Verify welcome call completed | Manual · in HS | Desiree Santana | Trigger: 26 hours after mentor assignment. Confirm the call happened and enter the date in HS. |
Email content
Agreement Signing Reminder (step 3)
"Hello [Client First Name], Congratulations on taking the first step in scaling your business and changing your life! As a reminder, please sign your Agreement as soon as possible to begin your scaling journey. If you have any questions or need assistance, please feel free to reach out directly. Welcome to Pinnacle Global Network, we're so happy you're here! Warmly, Tina Cherry, Accounting"
Welcome Email (step 7)
Covers: (1) New Member Assessment instructions, (2) Structure Call scheduling via Calendly (https://calendly.com/pinnaclegn-support/structure-call), (3) PinnPlace invitation link, (4) swag details collected via reply (shipping address, shirt size).
Assessment Reminder (step 8)
"Hi [Client], We're so looking forward to connecting you with a mentor to begin your scaling journey! As a reminder, we haven't received your New Member Assessment yet and are unable to move forward in the Onboarding process without it. You can access your New Member Assessment from the email titled: 'Pinnacle Global Network - Your Login Credentials'. If you experience any issues or have questions about the Assessment, please let me know. I'm happy to help however I can! Warmly, Luz Sellers, Support Team, Pinnacle Global Network"
Integrations
- DocuSign → HubSpot (Zapier): envelope completed → update Agreement Signed Date only. Never sync the signed document.
- DocuSign → ScaleIt Software (Zapier): companion Zap that creates the client in ScaleIt from the same envelope.
- ScaleIt Software → HubSpot (Zapier): maps completed Assessment data and sets
pinn_assessment_completed. - Invoiced.com → HubSpot: feeds the
master_customer_idlist automatically once connected.
Open items / pending decisions
- Confirm the exact Zap configuration for the deposit Deal (step 1) with Ken before building downstream steps.
- Hoodie data capture: HubSpot can't reliably parse an address or size out of a freeform email reply. The recommendation is to replace "reply to this email" with a short embedded form in the Welcome Email: (1) Shipping Address, (2) Hoodie Size (S, M, L, XL, XXL), (3) Hoodie Color (Blue, Grey).
- Commission amounts for step 20 need a separate spec from the Payroll owner.
- Selina is gathering Mentor Team requirements for the Mentor object and for the Scale Team / Scale Leader program email automations. These are still to come.
Related: WF01 · New Client Onboarding — Team Guide. Questions or corrections? Contact the content owner listed above.