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WF08 · Cross-Cutting Automations — Technical Reference

 Audience: HubSpot admins and workflow builders. This article covers the standalone automations that support every PGN process. For a plain-language version, see WF08 · Cross-Cutting Automations — Team Guide. 

Version 1.0 · Last reviewed 2026-10-12 · Content owner: Aalishan Jami, Selina Genaro· Source: PGN HubSpot Workflow 8 spec

Workflow shape

Independent, standalone automations with no shared sequence. Each one triggers off its own condition.

Referral Logging

Trigger A referral is logged in pinn_referral_log on the client record
Actions (1) Add an entry with the referral's info to a running, exportable Referral List. (2) Notify Accounting and Payroll.
Used by Onboarding (referral check), Ambassador Club referrals

Birthday Recognition

Trigger Scheduled: 3 days before the 1st of each month
Action Compile all contacts whose pinn_birthday falls in the upcoming month and send the list to Megan Martinez (megan@pinnaclegn.com) for the PinnPlace recognition post
Data note pinn_birthday stores month/day only (no year, per PII policy). It is captured during Onboarding.

Discount/Bonus (Deal-level)

Deal properties

Field Type
Discount Applied? Y/N
Discount Amount $ (currency)
Discount Source/Attribution Free text
Bonus Program Included? Y/N
Bonus Program Program selection
Bonus Program Terms Text

Automation

  • Trigger: Deal with Discount Applied = Yes → Task to Accounting: verify the discounted amount is reflected correctly in the Invoiced.com account setup.
  • If Bonus Program Included = Yes: second task to the owner of that program's onboarding, confirming bonus access and terms are set up.

Agreement/Onboarding Dependencies

  • DocuSign mechanism: build via Zapier. DocuSign envelope completed → HubSpot property update (Agreement Signed Date) only. Do not sync the signed document.
  • "Software" always means ScaleIt Software in every process.
  • Bonus Months Log: any logged bonus event (transfer-related or otherwise) triggers notifications to update the Member End Date in Software and to inform Payroll and Accounting. Open item: the full trigger and notification design is still needed.

Related: WF08 · Cross-Cutting Automations — Team Guide. Questions or corrections? Contact the content owner listed above.