How to Send WhatsApp Templates via Pingstreams Webhook and HubSpot Workflow

Introduction

Do you need to set automatic WhatsApp messages being sent to your selected audience based on the state of their deal or contact status? Follow these 5 simple steps to achieve a complete flow integrating HubSpot workflow with a conversation automation tool such as Pingstreams.

This integration enables you to:

• Automatically trigger WhatsApp messages based on deal stage changes
• Personalize messages using HubSpot contact data
• Streamline your sales process with automated follow-ups
• Improve customer engagement through timely communications

Step 1: Connect WhatsApp Business API to Your Pingstreams Project

Follow the official Pingstreams guide to connect your WhatsApp Business API:

Pingstreams WhatsApp Integration Guide

Once connected, you will be able to send and manage WhatsApp messages from Pingstreams.

Requirements for WhatsApp Business API:

• Verified Meta Business Account
• Approved WhatsApp Business Profile
• Pre-approved message templates
• Valid phone number verification

Step 2: Create a Webhook in Pingstreams Design Studio

1. Go to the Bots section in your Pingstreams console
2. Click Create from scratch
3. In the type dropdown, choose Webhook
4. Once inside the Design Studio, find the Webhook button in the panel
5. Click on the three dots next to the webhook button and select Generate URL
6. Copy the generated URL: you will use it later in HubSpot

Important: Save this webhook URL securely as you’ll need it for the HubSpot configuration.

Step 3: Configure the Webhook Action in Your Bot

1. Connect a Web Response action to your Webhook button
2. Configure the Web Response block with:
   • Response status: 200
   • Response body (JSON):

   {
     "phone": "{{userPhone}}"
   }

This acts as a gatekeeper to ensure that only valid phone numbers proceed.

Web Response Best Practices:

• Validate phone number format before processing
• Include error handling for invalid requests
• Log webhook calls for debugging purposes
• Return meaningful status codes

Step 4: Configure the WhatsApp Template Sending Action

From the Actions menu on the left, under the Integrations tab, select Send WhatsApp.

1. Drag and drop this action right after the Web Response block
2. Edit the Send WhatsApp action:
   • Phone number ID: Insert the Phone Number ID available in your Meta for Developers account
   • Template: Select the WhatsApp template already approved in your Meta account
   • Receiver phone number: Insert the variable {{userPhone}}

Template Configuration Tips:

• Use approved templates only - Unapproved templates will cause sending failures
• Include dynamic variables for personalization (name, company, deal details)
• Test templates thoroughly before deploying
• Keep templates compliant with WhatsApp Business Policy

Step 5: Add Web Response Blocks for Success and Error Paths

Connect two Web Response blocks to the “Success” and “Else” exits of the Send WhatsApp action.

For the Success port:

• Response status: 200
• Response body (JSON):

{
  "success": true,
  "message": "WhatsApp message sent"
}

For the Else port:

• Response status: 400
• Response body (JSON):

{
  "success": false,
  "error": "Failed to send WhatsApp message"
}

Step 6: Configure HubSpot to Trigger the WhatsApp Webhook

1. Log into your HubSpot account
2. Go to Automation > Workflows (note: this feature is not available on free plans)
3. Click the orange Create workflow button in the top right corner
4. Choose a Deal-based workflow

Set Up the Trigger

For enrollment trigger, select:

• Has completed: Property value changed
• Property name: Deal Stage
• New Value: Contract Sent (or any stage where you want the message triggered)

Add a Webhook Action

1. Click the plus icon below the enrollment trigger
2. Select Send a Webhook
3. Configuration:
   • Method: POST
   • URL: Paste the webhook URL you copied from Pingstreams Design Studio
   • Authentication: None
   • Request body: Select Choose properties to include, and add:
     • deal name = Deal name
     • userPhone = WhatsApp number (make sure this matches your HubSpot contact property for WhatsApp numbers)

Step 7: Test the Workflow

1. Move a test deal into the “Contract Sent” stage in your pipeline
2. The webhook should trigger, sending the WhatsApp template through Pingstreams
3. Once the message is sent, the chatbot configured in Pingstreams will automatically take over the conversation based on the knowledge base you have set up

Testing Checklist:

• ✅ Deal stage change triggers webhook
• ✅ Webhook receives correct data from HubSpot
• ✅ Phone number validation works
• ✅ WhatsApp message sends successfully
• ✅ Success/error responses are handled properly

Advanced Configuration Options

Multi-Template Support

Set up different templates for different deal stages:

• Initial Contact: Welcome and introduction
• Proposal Sent: Follow-up and clarification
• Contract Sent: Contract review reminder
• Deal Closed: Thank you and next steps

Conditional Logic

Add conditions in HubSpot workflows to:

• Check contact preferences before sending
• Validate phone number format
• Skip certain contact types
• Apply different templates based on deal value

Personalization Variables

Include dynamic content in your WhatsApp templates:

• {{contact.firstname}} - Contact’s first name
• {{deal.dealname}} - Name of the deal
• {{deal.amount}} - Deal value
• {{company.name}} - Company name

Error Handling and Monitoring

Common Error Scenarios:

• Invalid phone number format
• Unapproved WhatsApp templates
• Network connectivity issues
• API rate limit exceeded

Monitoring Best Practices:

• Set up HubSpot workflow notifications for failed actions
• Monitor Pingstreams logs for webhook errors
• Track message delivery rates in WhatsApp Business Manager
• Regular template approval status checks

Compliance and Best Practices

WhatsApp Business Policy Compliance:

• Only send to opted-in contacts
• Use approved message templates only
• Respect messaging windows (24-hour rule)
• Provide clear opt-out mechanisms

Data Privacy:

• Ensure GDPR compliance for EU contacts
• Respect contact preferences
• Secure webhook endpoints
• Log and audit message sending

ROI and Performance Tracking

Key Metrics to Monitor:

• Message delivery rates
• Response rates from WhatsApp messages
• Conversion improvements after implementation
• Time saved on manual follow-ups

HubSpot Reporting:

• Workflow performance analytics
• Deal progression tracking
• Contact engagement metrics
• Revenue attribution

Troubleshooting Guide

Webhook Not Triggering:

1. Verify webhook URL is correct in HubSpot
2. Check workflow enrollment criteria
3. Ensure deal stage changes are happening
4. Review HubSpot workflow history

Messages Not Sending:

1. Verify WhatsApp Business API connection
2. Check template approval status
3. Validate phone number format
4. Review Pingstreams error logs

Template Approval Issues:

1. Follow WhatsApp template guidelines
2. Avoid promotional language
3. Include clear call-to-action
4. Submit for review through Meta Business Manager

Video Tutorial

Check our video about this integration (don’t forget to activate the English subtitles) here.

Conclusion

This integration between Pingstreams and HubSpot creates a powerful automated communication system that:

• Reduces manual work by automating WhatsApp follow-ups
• Improves customer experience with timely, relevant messages
• Increases conversion rates through better engagement
• Provides detailed tracking and analytics
• Scales efficiently as your business grows

The combination of HubSpot’s powerful workflow automation with Pingstreams’ AI-driven conversation capabilities creates a seamless customer journey from initial contact to deal closure.

Ready to implement this integration? Start by setting up your WhatsApp Business API connection in Pingstreams, then follow each step to create your automated messaging system!

Need help with implementation? Our support team is available to guide you through the setup process and ensure your integration works perfectly for your specific use case.