Sequence Management

Learn how AutoSeq syncs sequences from HubSpot and makes them available for automated enrollment.

What Are Sequences?

In HubSpot, sequences are automated series of emails that sales reps send to prospects. Each sequence contains:

• Email templates - The actual email content
• Send schedule - When each email gets sent (e.g., Day 1, Day 3, Day 7)
• Tasks - Follow-up reminders for the sales rep
• Delays - Wait times between emails

Normally, sales reps manually enroll contacts into sequences one by one. AutoSeq automates this enrollment based on workflow triggers.

How AutoSeq Syncs Sequences

Automatic Sync

AutoSeq automatically syncs sequences from your HubSpot portal:

• Every 24 hours - Automatic background sync
• On connection - When you first connect HubSpot
• Manual sync - Click "Sync Data" button anytime

What Gets Synced?

For each sequence, AutoSeq stores:

• Sequence ID - HubSpot's unique identifier
• Sequence Name - The name you gave it in HubSpot
• Created Date - When it was created
• Updated Date - Last modification time
• Active Status - Whether it's active or paused in HubSpot

Which Sequences Sync?

AutoSeq syncs ALL sequences from your HubSpot portal, including:

• ✅ Active sequences
• ✅ Paused sequences
• ✅ Draft sequences
• ✅ Archived sequences

Why sync inactive sequences? You might want to create a workflow that enrolls into a currently paused sequence, then activate the sequence later.

Viewing Sequences

In AutoSeq Dashboard

1. Log into AutoSeq
2. Select your workspace
3. Click "Sequences" in the sidebar
4. See list of all synced sequences

What you'll see:

• Sequence name
• Number of contacts enrolled (via AutoSeq)
• Last synced time
• Active/Paused status

In HubSpot Workflow Action

When creating a workflow, sequences appear in the "Sequence" dropdown of the AutoSeq action.

Dropdown shows:

• Sequence name (as it appears in HubSpot)
• Status indicator (Active/Paused)
• Sorted alphabetically

Managing Sequences

Creating New Sequences

To make a new sequence available in AutoSeq:

1. In HubSpot: Create the sequence as normal (Sales → Sequences → Create)
2. Build the sequence: Add emails, delays, and tasks
3. Save the sequence (doesn't need to be activated)
4. In AutoSeq: Click "Sync Data" button
5. Wait 10-30 seconds: New sequence appears in list
6. In HubSpot workflow: New sequence now available in dropdown

Editing Sequences

When you edit a sequence in HubSpot:

1. In HubSpot: Make your changes to the sequence
2. Save the changes
3. In AutoSeq: Click "Sync Data" (optional, will auto-sync within 24 hours)

What updates:

• Sequence name (if you renamed it)
• Active/paused status
• Last modified date

What doesn't need to sync:

• Email content changes (AutoSeq doesn't store this)
• Template updates (handled by HubSpot)
• Schedule changes (AutoSeq just triggers enrollment)

Deleting Sequences

When you delete a sequence in HubSpot:

1. In HubSpot: Delete the sequence
2. In AutoSeq: Click "Sync Data"
3. Deleted sequence is removed from AutoSeq list
4. In workflows: Any workflow using that sequence will show an error

What happens to existing enrollments:

• Contacts already in the sequence continue (in HubSpot)
• No new contacts can be enrolled
• Historical analytics data is preserved

Sequence Permissions

Who Can Enroll Contacts?

In HubSpot, sequences have ownership and permission settings. AutoSeq respects these:

Enrollment Permissions

When AutoSeq enrolls a contact, it acts on behalf of the mailbox owner (sales rep). This means:

• The sales rep must have permission to enroll in that sequence
• The sales rep's email will be used as the sender
• Enrollments appear in the rep's HubSpot sequence tab

Sequence Limits

HubSpot Limits

HubSpot enforces sequence limits based on your plan:

AutoSeq Limits

AutoSeq itself has no limit on the number of sequences you can sync. If HubSpot has it, AutoSeq will sync it.

Syncing Sequence Data

Manual Sync

To manually sync sequences:

1. Log into AutoSeq
2. Click "Sync Data" button (top right)
3. Wait 10-30 seconds
4. Refreshed data appears

When to Manually Sync

You should click "Sync Data" after:

• Creating a new sequence in HubSpot
• Renaming a sequence
• Deleting a sequence
• Activating or pausing a sequence
• Not seeing a sequence in the workflow dropdown

Automatic Sync Frequency

AutoSeq automatically syncs:

• Every 24 hours - Full sync of all sequences
• On first connection - When linking HubSpot
• After disconnection/reconnection - When re-authorizing

Sequence Analytics

AutoSeq tracks enrollment analytics for sequences:

What's Tracked

• Total enrollments - How many contacts enrolled via AutoSeq
• Enrollments by sequence - Breakdown per sequence
• Enrollments by workflow - Which workflow triggered each enrollment
• Success/failure rate - How many enrollments succeeded
• Timestamp - When each enrollment happened

Viewing Analytics

1. Go to AutoSeq dashboard
2. Click "Analytics" in sidebar
3. See execution analytics broken down by sequence
4. Filter by date range, sequence, or workflow

Troubleshooting Sequences

Sequence Not Showing in Dropdown

Problem: Created a sequence in HubSpot but it's not in the AutoSeq workflow dropdown

Solutions:

1. Make sure you saved the sequence in HubSpot (not just a draft)
2. Click "Sync Data" in AutoSeq
3. Wait 30 seconds and refresh the HubSpot workflow page
4. Check that the sequence exists in HubSpot (Sales → Sequences)

Enrollment Fails with Permission Error

Problem: Workflow runs but enrollment fails with "Permission denied"

Solutions:

1. Check that the mailbox owner has access to the sequence in HubSpot
2. Verify the sequence isn't private (or assign to the owner's mailbox)
3. Make sure the mailbox owner has Sales Hub Pro license
4. Check the user hasn't been removed from the sequence's allowed users

Workflow Shows "Sequence Not Found"

Problem: Workflow has error "Sequence not found" or shows deleted sequence

Solutions:

1. The sequence was deleted in HubSpot
2. Edit the workflow action in HubSpot
3. Select a different sequence from the dropdown
4. Save and turn workflow back on

Sequence Name Doesn't Match

Problem: Renamed sequence in HubSpot but old name shows in AutoSeq

Solutions:

1. Click "Sync Data" in AutoSeq
2. Wait 30 seconds
3. Refresh the page
4. New name should appear

Best Practices

Use Clear Naming Conventions

Name sequences descriptively so they're easy to find in workflows:

• ✅ "Inbound Demo Request - 5 Day Nurture"
• ✅ "Cold Outbound - SaaS Companies"
• ✅ "Event Follow-up - Q4 2025"
• ❌ "Sequence 1"
• ❌ "Test"
• ❌ "New Sequence Copy (2)"

Organize Sequences

Use naming prefixes to group related sequences:

• [INBOUND] - For inbound leads
• [OUTBOUND] - For cold outreach
• [NURTURE] - For long-term nurture
• [EVENT] - For event follow-up

Example: "[INBOUND] Demo Request - 3 Day"

Test Sequences Before Workflows

Before creating workflows:

1. Create the sequence in HubSpot
2. Manually test with a dummy contact
3. Verify emails look correct and send on schedule
4. Only then build AutoSeq workflow

Regular Sequence Audits

Every quarter:

• Review all sequences in HubSpot
• Delete unused or outdated sequences
• Update any sequences with old information
• Check workflows to ensure they reference active sequences

Sync After Major Changes

Get in the habit of clicking "Sync Data" after:

• Creating multiple new sequences
• Bulk deleting sequences
• Major sequence reorganization
• Before setting up new workflows

Sequence + Workflow Strategy

One Sequence, Multiple Workflows

You can enroll the same sequence from different workflows:

Example:

• Sequence: "Product Demo Follow-up"
• Workflow 1: Trigger = Form submission "Request Demo"
• Workflow 2: Trigger = Meeting type = "Demo Completed"
• Workflow 3: Trigger = Deal stage = "Demo Scheduled"

All three workflows can enroll into the same sequence, and AutoSeq tracks which workflow each enrollment came from.

Multiple Sequences, One Workflow

Use conditional logic in workflows to choose different sequences:

Example workflow:

1. Trigger: Contact property "Lead Score" increases
2. Branch 1: If industry = "SaaS" → Enroll in "SaaS Outreach Sequence"
3. Branch 2: If industry = "E-commerce" → Enroll in "E-commerce Outreach Sequence"
4. Branch 3: Else → Enroll in "General Outreach Sequence"

Related Pages

• Workflow Enrollment
• Inbox Rotation
• Data Sync
• Execution Analytics