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Workflow | Member Status Form Workflow

Purpose & Overview

Problem we are solving:
Managing member status changes manually across HubSpot, Zapier, and Infusionsoft can cause inconsistencies and delays in updating records.
This workflow automates member status updates to ensure that changes made via the Member Status Form (e.g., notify of leave, inactive, saved, or reactivation) are consistently reflected across all integrated systems.

Actions & Logic

Trigger:

  • Workflow is triggered when a user submits the Member Status Form in HubSpot.

High Level Actions:

  • Branching by Member Type:
    The workflow branches based on the “Member Type” field (Immersion, Elite, or Light).

  • Set Member Status:
    Updates the member status property in the Company record based on the value submitted in the form (e.g., Notify of Leave, Good Standing, Inactive, etc.).

  • Update Subscription & Notify:
    Updates the member’s subscription status and sends a notification confirming the form submission.

  • Trigger Zapier Workflow:
    Once the form data is processed, the workflow triggers a Zapier automation to update the corresponding member record in Infusionsoft, ensuring cross-platform synchronization.

  • Folder Management:
    If the member is marked as Inactive or moved to Former Member, Zapier updates the file path, moving the member folder to the Former Members directory.

  • Notifications:
    Sends status change notifications to the Attrition channel in Slack.

Outcome:
Ensures that member status changes initiated from HubSpot are automatically updated in Infusionsoft, subscriptions, and relevant internal notifications — maintaining accuracy and reducing manual updates.

Link to Workflow:
https://app.hubspot.com/workflows/48691564/platform/flow/1675771265/edit

Exceptions & Edge Cases

  • If a form is submitted with missing required fields (e.g., member email or status), the workflow will not trigger.

  • The Zapier workflow may fail if the Infusionsoft record does not exist or the integration key is invalid.

  • Folder move steps only apply when member status is set to Inactive or Former Member.

Associated Assets

  • Form: Member Status Form (HubSpot)

  • Integrations:

    • Zapier (for Infusionsoft update and folder management)

    • HubSpot (for status change and notification handling)

  • Channels: Attrition Notification Channel (Slack)

Related Workflows & Dependencies

  • Related:

    • Infusionsoft Update via Zapier Workflow

    • HubSpot → Infusionsoft Member Sync

  • Dependencies:

    • Active connection between HubSpot and Zapier

    • Accurate member email mapping across systems

Ownership

  • Technology Manager