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How to set up and edit active sequences in HubSpot

A step-by-step guide on how to automate follow-ups with ease using HubSpot Sequences.

Sequences in HubSpot are a smart way to automate follow-ups without losing that personal touch. They help you stay in front of leads, book more meetings, and save hours of manual work. Whether you’re setting one up for the first time or fine-tuning an active sequence, this guide will walk you through it—step by step.

 

Setting Up a New Sequence

    1. Go to Sequences: In HubSpot, head to Automation > Sequences. Then click “Create sequence” in the top right.
    2. Choose a Starting Email: Start by picking an email template or writing a new one. This will be the first message sent when someone is enrolled in the sequence.
    3. Add Steps: You can add a mix of:
      1. Automated emails (that go out on their own),
      2. Manual tasks (like sending a LinkedIn message or making a call),
      3. Delay steps (to space things out over days or weeks).
    4. Customise Your Timing: Set how many days to wait between each step. You can spread them out to match your typical sales cycle.
    5. Add Personalisation Tokens: Use tokens like [First Name], [Company Name], or [Job Title] to personalise each message automatically. Just make sure your CRM data is accurate first!
    6. Save and Preview: Before launching, preview each step and test-send the emails to yourself. Once you’re happy, hit “Save” and your sequence is ready to go.

    💡Pro tip: Keep the flow of the sequence natural. It should feel like a real conversation, not a blast of back- to-back messages.

     

     Editing an Active Sequence

    If you’ve already enrolled contacts into a sequence, you might be wondering: Can I make changes mid-way?

    Here’s the deal:

    • You can edit the sequence structure, content, and timing.

    • But changes will only apply to new contacts enrolled after the edits are made.

    • Anyone already in the sequence will keep going through the original version.

    💡Pro Tip: If you need to update messaging for everyone, unenroll active contacts, edit the sequence, then re-enrol them.

     

    Enrolling Contacts into a Sequence

    You can enrol contacts from:

    • A contact record
    • A contact list
    • Or directly from your inbox with the HubSpot Sales Extension

    Simply click “Enrol in Sequence,” choose the sequence you’ve created, personalise the first email if needed, and hit Start.

    HubSpot takes it from there. Sending emails, prompting tasks, and making sure follow-up never slips through the cracks.

     

    💡 Pro Tips

    • Keep it short. Clear, helpful emails work better than long ones.
    • Use tasks wisely. Don’t rely solely on email—mix in calls or social steps.
    • Review performance. Look at open rates, replies, and drop-off points to see what’s working.
    With HubSpot sequences, you’re building a scalable follow-up process that still feels personal. Need help designing a sequence that books meetings and keeps leads engaged? Let’s talk—we’ve done this hundreds of times.