Our Services
Apollo
Apollo
A U.S.-based holistic wellness practice needed to send 15 scheduled SMS messages to contacts via OpenPhone, but faced a hard platform limit of 10 messages per minute with no override available. INSIDEA resolved this by building 15 sequential HubSpot workflows with percentage-based branching, time-delayed sends, and reply-based exit logic to stay within platform constraints. The result was a fully automated, scalable SMS campaign system that delivers all 15 messages in order, stops sending when a contact replies, and requires no manual intervention to operate.
| Metric | Before | After |
|---|---|---|
| Bulk SMS Capability | Not possible | 15 messages, fully automated |
| OpenPhone Rate Compliance | No solution | Compliant via branching |
| Campaign Control | Manual only | Single property trigger |
| Reply Handling | No exit logic | Auto-unenroll on reply |
A U.S.-based holistic wellness practice offering telehealth and in-person therapy and coaching needed a way to send a scheduled bulk SMS campaign of 15 messages to contacts via OpenPhone, integrated within their existing HubSpot CRM environment.
The wellness practice needed to send 15 SMS messages to a contact list at a specific, scheduled time. While OpenPhone was already integrated with HubSpot, the platform enforces a hard limit of 10 SMS messages per minute, a restriction confirmed by OpenPhone support with no override available. Standard bulk sending approaches were not viable. The solution required a custom-engineered workflow architecture that could respect this rate limit while still delivering all 15 messages reliably and in sequence, without requiring manual effort.
INSIDEA designed and implemented a fully automated SMS campaign system using HubSpot workflows, engineered specifically to work within OpenPhone’s rate limitations. Rather than attempting a single bulk send, the team built 15 separate sequential workflows, one per SMS message, connected end-to-end. A percentage-based branching mechanism distributed contacts across multiple paths to ensure no more than 10 messages were sent per minute. Time delays were applied within each branch, and a reply-based exit condition was built in to stop the sequence automatically when a contact responded.
The engineered workflow system resolved a previously unsolvable operational challenge. The practice now runs fully automated, rate-compliant SMS campaigns without manual involvement, with complete visibility into delivery and response at every step.
"Working with INSIDEA to build our SMS automation saved us from a manual process that simply would not have scaled. They found a way to make the system work within platform constraints we had no control over. The workflows run seamlessly, and the reply-exit logic was exactly what we needed to keep our contacts from being overwhelmed. It has changed how we run our outreach campaigns entirely."
This approach is particularly valuable for service businesses and healthcare-adjacent organizations that rely on HubSpot as their CRM and need to run scheduled, multi-message SMS campaigns at scale without exceeding platform-imposed API limits.
HubSpot workflows can be configured to trigger SMS sends via OpenPhone by updating a custom numeric property that initiates each send. To manage OpenPhone’s 10-messages-per-minute rate limit, contacts are distributed across multiple workflow branches using HubSpot’s percentage-based split action. Each branch adds a time delay before sending, ensuring delivery stays within platform constraints while all contacts receive the messages.
OpenPhone allows a maximum of 10 SMS messages per minute. This is a hard platform restriction with no override option. The recommended workaround is to use HubSpot’s branching and delay logic to distribute contacts across multiple paths, so that each branch sends no more than 10 messages in a given minute. This approach requires no changes to the OpenPhone configuration and operates entirely within HubSpot’s workflow tools.
Reply-based exit logic can be implemented within HubSpot workflows by configuring an unenrollment condition triggered when a contact responds to an SMS. Once the condition is met, the contact is automatically removed from all subsequent workflows in the sequence, preventing further messages from being sent. This protects the contact experience and reduces the risk of over-messaging.
Yes. A 15-step SMS campaign can be fully automated in HubSpot by creating 15 separate sequential workflows, each responsible for one message. The workflows are connected so that completing one automatically enrolls the contact in the next. A custom numeric property tracks progress through the sequence, ensuring each contact receives the correct message at the correct step without any manual input.
Modular workflow design, where each SMS message has its own dedicated workflow, makes campaigns easier to manage and maintain. Individual messages can be edited, paused, or replaced without disrupting the rest of the sequence. It also provides granular visibility into performance at each step, making it easier to identify where contacts drop off or respond and to optimize future campaigns accordingly.
Whether you're hitting platform limits or building from scratch, INSIDEA designs HubSpot automation systems that scale with your operations.
