WF08 · Cross-Cutting Automations — Team Guide
Audience: PGN team members. Besides the main member processes, HubSpot runs a few standalone automations. Here's what each one does and what it means for you.
Version 1.0 · Last reviewed 2026-10-12 · Content owner: [assign owner] · Source: PGN HubSpot Workflow 8 spec
Referrals
When someone logs a referral on a member's record in HubSpot:
- The referral is added to a running Referral List that can be exported at any time.
- Accounting and Payroll are notified automatically.
What you need to do: log the referral on the member's record. That's it.
Member birthdays
Three days before each month starts, HubSpot emails Megan Martinez a list of every member with a birthday in the coming month, so she can recognize them in PinnPlace.
What you need to do: make sure each member's birthday is recorded (month and day only, never the year).
Discounts and bonus programs
When a deal is marked as having a discount:
- Accounting gets a task to check the discount is set up correctly in Invoiced.com.
When a deal includes a bonus program:
- The person responsible for that program gets a task to confirm the member's bonus access and terms are set up.
What you need to do: on the deal, fill in whether a discount was applied, the amount, and where it came from, plus any bonus program and its terms.
Signed agreements
When a member signs their agreement in DocuSign, HubSpot records the signing date automatically. The signed document itself stays in DocuSign to protect member privacy.
Bonus months
When bonus months are granted to a member (for example, as part of a mentor transfer), the team is notified to extend the member's end date in the Software, and Payroll and Accounting are informed. This process is still being finalized.
Good to know
Whenever a PGN process mentions "the Software," it means ScaleIt Software.
Related: WF08 · Cross-Cutting Automations — Technical Reference. Questions or corrections? Contact the content owner listed above.