15 Workflows Built

TL;DR

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.

Measurable Results

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.

Who Can Benefit

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.

Frequently Asked Questions

How can HubSpot workflows be used to send bulk SMS through OpenPhone?

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.

What is OpenPhone's SMS rate limit and how do you work around it?

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.

How do you stop a HubSpot SMS sequence when a contact replies?

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.

Is it possible to send a 15-step SMS campaign automatically through HubSpot?

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.