Phase 1
How the workshop is created
The two streams begin differently
B2B Client commissions a workshop
B2C PMA schedules a public workshop
1
Qualified enquiry becomes a DealTeamFollowing the lead enquiry flow, a qualified B2B lead has a Deal in HubSpot. Owner agrees topic, delegate numbers, and preferred dates with the client.
1
PMA decides to run a public workshopTeamMegan / Annika schedule a public workshop internally — topic, date, facilitator, capacity. No individual client; delegates book themselves.
2
Facilitator confirmedTeamOwner matches a facilitator from the Facilitator records and confirms availability. Facilitator associated to the workshop.
2
Facilitator confirmedTeamFacilitator matched and confirmed from Facilitator records, associated to the workshop.
Phase 2
Workshop session created in HubSpot
Both streams The flows converge here
3
Marketing Event created for the workshopTeamOne Marketing Event = one workshop session. Set topic, date, delivery mode, max capacity, and Teams link. Facilitator associated. This is the single operational record for the session — capacity, registrations, and attendance all hang off it.
4
Session status set to ScheduledAutoWF01 fires on Marketing Event creation. Sets Session Status = Scheduled and creates a task for ops to confirm the Teams link is populated.
Phase 3
Delegates registered
Registration differs by stream
B2B Two routes — depends on the client
B2C Individuals self-register
5
Delegates added — one of two waysTeam / ClientSome clients send a delegate list; others want their people to self-register. Both supported:
Route A — Client sends list
PMA imports the delegate list. Each delegate gets a Registration record associated to the workshop and their Contact.
Route B — Self-register
PMA shares the registration link with the client's coordinator. Delegates register themselves — same form, same outcome.
5
Registration link distributed publiclyTeamComms team posts the registration link to the website and newsletter. Individuals find it and register themselves.
6
Registration record created per delegateAutoEach registration creates a Registration record associated to the Contact and the workshop. Enrolled count increments. Full history preserved per delegate.
6
Registration record created per delegateAutoWF02 creates a Registration record, associates it to Contact and workshop, increments enrolled count, and checks capacity.
Phase 4
Capacity check & waitlist
Both streams Same logic for every registration
7
Is the workshop full?Decision
✓ Space available
Registration Status = Confirmed. Proceed to payment gate (Phase 5).
✗ Workshop full
WF06 sets Status = Waitlist, assigns a waitlist position, sends waitlist confirmation email.
8
Waitlist promotion when a spot opensTeamIf someone cancels, the coordinator opens the saved Waitlist view — filtered to this workshop, sorted by waitlist position, oldest first. They promote the top delegate to Confirmed with one click. The payment and joining-link workflow then fires automatically.
Manual promotion via the sorted view — reliable, auditable, no middleware dependency.
Phase 5
Payment gate
Payment method differs — the gate is identical
B2B Invoice via HubSpot → Xero
B2C Card payment via Stripe
9
Invoice raised in HubSpotTeamOwner raises the invoice against the Deal in HubSpot. Syncs to Xero automatically via native integration — finance sees it instantly.
9
Delegate pays via Stripe at registrationDelegateIndividual pays by card through Stripe as part of the registration form. No invoice step.
10
Client pays the invoice in XeroClientClient approves and pays. Xero writes the paid status back to HubSpot (WF16). Registration Payment Status → Paid.
10
Stripe confirms paymentAutoStripe writes payment confirmation back. Registration Status → Confirmed, Payment Status → Paid.
The payment gate (both streams): No delegate receives a joining link until Payment Status = Paid. This is enforced by workflow — it cannot be bypassed. B2B: WF04. B2C: WF05.
11
Joining link released automaticallyAutoOn Payment Status = Paid, joining instructions with the Teams link are sent automatically. Same for both streams.
Phase 6
Pre-delivery & delivery
Both streams Identical from here
12
Day-before reminder sentAutoWF08 fires the day before the workshop. Sends a reminder with the Teams link to all confirmed delegates. Ticks Day-Before Email Sent on the session.
13
Session status → DeliveringAutoWF09 sets the session to Delivering on the workshop date.
Facilitator delivers the session (online via Teams or in person). After delivery, ops records attendance against each delegate's Registration record — Attended or No-Show.
Phase 7
Post-event — feedback & certificates
Both streams Closes the loop automatically
15
Session completed → feedback survey sentAutoWF10 fires after the end time. Sets Session Status = Completed and sends a feedback survey to all attended delegates.
16
Certificate generated and emailedAutoWhen attendance is marked Attended, WF11 generates the certificate (via the document tool) and emails it to the delegate. Certificate Sent ticked with date. Replaces the manual Word-and-PDF process entirely.
17
B2B only — client summaryTeamB2B
For commissioned workshops, an attended / not-attended breakdown is shared with the client contact. B2C delegates are individuals, so no client summary applies.
✅
Workshop complete — fully tracked in HubSpot
Attendance recorded against every delegate · Certificates issued automatically · Revenue recognised by delivery date · Feedback captured · Everything visible on the operational and executive dashboards · Zero manual trackers, zero spreadsheets