Client Cancellation Automation
When a client is marked churned in HubSpot, this automatically notifies the connected third-party broker platforms so no integration cruft is left behind — gated by an owner-approval step and scheduled to fire on the account's closure date.
01 Overview
Clean off-boarding requires telling each connected broker platform when a client churns; doing it by hand is error-prone and easy to forget. This automates it with a human approval gate — so the right notifications go out, every time, without anything slipping through the cracks.
The system is built and ready, pending the production HubSpot workflow to flip it on.
02 How it works
The flow runs queue → approval → scheduled-send. Approval links are signed with
HMAC-SHA256 to prevent unauthorized sends, and the company owner approves
and is CC'd on every broker email. A daily trigger sends only approved entries whose
closure date matches.
A full audit trail — queue and log sheets — records timestamps, recipients, and thread IDs, so every notification is traceable from churn signal to delivered email.
03 Engineering highlights
- Queue → approval → scheduled-send flow with
HMAC-SHA256signed approval links to prevent unauthorized sends. - Company-owner approval gate with the owner CC'd on every broker email.
- Daily trigger that sends only approved entries whose closure date matches.
- Full audit trail (queue + log sheets with timestamps, recipients, thread IDs) for compliance.
- Designed to fire automatically off the HubSpot churn signal.
04 Outcome
Guarantees clean off-boarding with a human approval gate and a compliance paper trail.