WF04 · Cease Mentored, Paused & Return from Hold — Technical Reference
Audience: HubSpot admins and workflow builders. This article covers the triggers, calculated dates, emails, and tasks for the Cease Mentored, Paused, and Return from Hold processes. For a plain-language version, see WF04 · Cease Mentored, Paused & Return from Hold — Team Guide.
Version 1.0 · Last reviewed 2026-10-12 · Content owner: Aalishan Jami, Selina Genaro · Source: PGN HubSpot Workflow 4 spec
Workflow shape
[AR 31+ days past due → Cease Mentored] or [Client requests → Paused] → both: task sequence + dual email → manual Return to Active
Cease Mentored (AR non-payment) and Paused (client-requested) share the same mechanics.
Cross-cutting rule: Mentor Paid Through Date
Rule
This rule applies to Cease Mentored, Paused, Dropped, and Ended:
- Effective date on the 1st–15th of the month → Mentor Paid Through Date = the 15th
- Effective date on the 16th–last day of the month → Mentor Paid Through Date = the last day of the month
Cease Mentored
| # | Step | Type | Owner / recipients | Detail |
|---|---|---|---|---|
| 1 | Membership Status → Cease Mentored | Automation | – | Triggered by AR aging (31+ days past due). Selina selects the reason only; no other manual entry. |
| 2 | Escalate to Drop Date | Automation | – | = CM Effective Date + 45 days |
| 3 | Internal notification email | Automation | To: Jennifer, Payroll, Accounting | Subject: "[Client]: Cease Mentor / [status]." Body: Client, Mentor, Cease Mentoring Date, Mentor Paid Through Date, Escalate to Drop Date. |
| 4 | Mentor notification email | Automation | To: Mentor, cc: Mentor Team, Support | Always states the client is 31+ days past due (never the specific aging bucket). States the Cease Mentored effective date, Paid Through date, and Escalate to Drop date. Notes that mentoring, masterminds, events, software, and Facebook access are paused. Asks the mentor to remove calendar invites and confirm via Reply All. |
| 5 | Cancel/pause subscription in Invoiced.com | Task · outside HS | Tina Cherry | |
| 6 | Disable Contact in ScaleIt Software | Task · outside HS | Nicole Silva | All ScaleIt Software tasks belong to Nicole Silva. |
| 7 | Deactivate in PinnPlace | Task · outside HS | Megan Martinez | |
| 8 | Mentor Pay Review: status-driven stop | Automation | Payroll | See Workflow 5 (Mentor Pay Review). |
Paused
| # | Step | Type | Owner / recipients | Detail |
|---|---|---|---|---|
| 1 | Membership Status → Paused | Automation | – | Selina selects the Reason (Health Pause / Business Pause), Date, and Duration. |
| 2 | Pause Duration field | Manual · in HS | Selina | 30/60/90-day choice, built into the Pause Request card. |
| 3 | Tentative Resume Date | Automation | – | = Pause Start Date + Duration (always the last day of the term). Example: a 30-day pause effective 9/15 gives a Tentative Resume Date of 10/15. |
| 4 | Internal notification email | Automation | To: Jennifer, Payroll, Accounting | Same structure as the Cease Mentored internal email, with Pause content. |
| 5 | Mentor notification email | Automation | To: Mentor, cc: Mentor Team, Support | Content: Pause Date, Pause Term, Pause Reason, Tentative Resume Date. |
| 6–8 | Cancel/pause subscription, disable Software, deactivate in PinnPlace | Task · outside HS | Tina Cherry / Nicole Silva / Megan Martinez | Same as Cease Mentored. |
Heads up
No automated escalation for Paused. Reaching the Tentative Resume Date does not trigger anything. Pause terms often extend or change, so resolving a pause is always a manual decision.
Retired fields
- "CM Type" (e.g., "HOLD + PAUSE BILLING"): retired. Cease Mentored now automatically stops invoice creation.
- "Next Steps" free-text field: retired. Additional coordination goes in a Note on the record with @-mentions, kept separate from the automated emails.
Return from Hold
| # | Step | Type | Owner / recipients | Detail |
|---|---|---|---|---|
| 1 | Membership Status → Active, with date | Manual · in HS | Selina | Always a manual trigger. There is no auto-return from the Tentative Resume Date. |
| 2 | Reactivate subscription | Task · outside HS | Tina Cherry | |
| 3 | Reactivate in Software | Task · outside HS | Nicole Silva | |
| 4 | Reactivate in PinnPlace | Task · outside HS | Megan Martinez | |
| 5 | Returning Client email | Automation | To: Mentor, cc: Payroll, Accounting, Mentor Team | Subject: "[Client]: Returning Client ([date])." See the template below. |
Returning Client email template
"Hello [Mentor], [Client], [Member Type] member, is returning to PGN as of [date]. Please reach out to schedule Strategy sessions and confirm Mastermind invites have been received. Thanks so much, let me know if you have any questions. Selina Genaro, Client Success Manager"
Related: WF04 · Cease Mentored, Paused & Return from Hold — Team Guide. Questions or corrections? Contact the content owner listed above.