WF06 · Mentor-to-Mentor Transfer — Technical Reference
Audience: HubSpot admins and workflow builders. This article covers the triggers, objects, and automations behind the Mentor-to-Mentor Transfer workflow. For a plain-language version, see WF06 · Mentor-to-Mentor Transfer — Team Guide.
Version 1.0 · Last reviewed 2026-10-12 · Content owner: [assign owner] · Source: PGN HubSpot Workflow 6 spec
Workflow shape
Mentor changed (+ date/reason) → Transfer Event Log → [Intro Email | Payroll Notice | Software Task | Capacity Update] → Day +45 (check-in)
Step-by-step specification
| # | Step | Type | Owner / sender | Trigger / logic |
|---|---|---|---|---|
| 1 | Missing info reminder | Automation | Notifies: Selina + mentorteam@pinnaclegn.com | Trigger: Primary Mentor changed, but Transfer Date or Reason is still blank. Repeats until both are completed. |
| 2 | Transfer Introduction Email | Automation | From: Desiree Santana | Trigger: Transfer Event Log entry created (captures Former → New Mentor automatically). To: client, former mentor, new mentor. Emails are pulled from the Mentor object (build on the assumption that the Mentor object includes emails). |
| 3 | Payroll notification | Automation | – | Notifies Payroll that pay reassignment is needed (former → new mentor). |
| 4 | Software reassignment | Task · outside HS | Nicole Silva | Task text: "Reassign [client] from [current mentor] to [new mentor] in Software effective [date]". |
| 5 | Mentor capacity update | Automation + Manual | Mentor Team | Current Client Count recalculates automatically on reassignment. Max Capacity is set manually by the Mentor Team. |
| 6 | 45-Day Post-Transfer Check-In | Automation | From: Selina | Fixed sender, not personalized. Fires 45 days after the transfer. |
Transfer Introduction Email template
"Hello [client first name] and [new mentor first name]! Please consider this a virtual transfer introduction! This transfer will take effect on [transfer effective date]. [new mentor first name], please contact [client first name] with the info for your Mastermind group, and please book your next strategy sessions. Thank you, please let me know if you have any questions. Happy transfer everyone! Desiree Santana, Mentor Operations Specialist, Pinnacle Global Network."
Properties and objects
- Primary Mentor (Contact ↔ Mentor association): change triggers the workflow.
- Transfer Date and Transfer Reason: both are required. Missing values trigger step 1.
- Transfer Event Log: an entry records Former → New Mentor and triggers steps 2–6.
- Mentor object: holds mentor emails, Current Client Count (calculated), and Max Capacity (manual).
pinn_transfer_reason_code: Fit (Personality/Working Style), Mentor Dissatisfaction, Mentoring Specialty Needed, New Perspective (Long Tenure).
Open items / pending decisions
- 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.
- Bonus months granted as part of a transfer flow through the Bonus Months Log (Workflow 8).
Related: WF06 · Mentor-to-Mentor Transfer — Team Guide. Questions or corrections? Contact the content owner listed above.