How Origin 63 Solved Slack Reminder Challenges for Audit Preparation

Staying ahead of scheduled audits helps maintain smooth processes for any internal operations team. Timely reminders help teams coordinate and prepare effectively—but not all systems are designed to send notifications when and where they matter most.

The internal Ops team at Origin 63 needed a way to send automated Slack reminders five days before scheduled audit meetings. The challenge? HubSpot's default properties weren’t reliable enough for this use case. That’s where a custom solution came into play.

The Challenge: Inaccurate Notifications from Default Meeting Properties

The team wanted Slack reminders to go out to a specific channel exactly five days before each booked audit. But HubSpot’s native property, Last Meeting Booked Date, wasn’t built for this kind of workflow.

Since this property updates every time any meeting is scheduled—even those unrelated to audits—it couldn’t be trusted to send reminders at the right time. This created a risk of sending notifications tied to the wrong meetings, leading to confusion and missed preparation windows.

To send accurate reminders, the team needed a way to:

• Track audit-specific meeting dates.
• Ensure Slack reminders were triggered by that static, accurate date.
• Avoid false triggers caused by unrelated meetings.

How Origin 63 Solved the Problem with HubSpot Workflows

Instead of relying on HubSpot's default properties, Origin 63 created a focused solution using custom fields and automated workflows.

Creating a Custom Property for Reliable Audit Dates

The first step was building a stable foundation: a custom property in HubSpot called Booked Audit Date. 

This field was used to store the exact audit meeting date, separate from other meeting data. Since unrelated meetings wouldn't update it, it became the single source of truth for audit reminders.

Capturing the Audit Date Through a Custom Form

The team configured a specific Audit Booking Form in HubSpot to populate the new property. When someone submitted the form, the Booked Audit Date was automatically filled. This ensured the workflow would be based on accurate, audit-specific data every time.

Automating Timed Slack Notifications

With the custom date property in place, the next step was automation:

• A workflow was created to start from the Booked Audit Date.
• A delay was added so the workflow would wait until five days before the scheduled date.
• Once the delay ended, a Slack notification was sent directly to the designated Slack channel.

This integration ensured teams received reminders exactly when they needed them—without any confusion or manual tracking.

Why This Approach Worked

This solution offered a clear improvement over HubSpot's default options.

Targeted, Reliable Date Tracking

Unlike the dynamic system-wide "Last Meeting Booked Date," the custom property only captured audit bookings. That meant no false reminders and no clutter from unrelated meetings.

Seamless Workflow Automation

The form submission automatically filled in the audit date, which then triggered the Slack workflow. No manual updates were required, reducing human error and saving time.

Scalable Across Use Cases

Because the solution was modular and form-driven, it could easily be replicated for other reminders—from webinars to project milestones—without affecting other workflows in the system.

Other Ways to Use This Solution

The same workflow logic can apply across many internal and external processes, including:

• Event Coordination: Send reminders before webinars, training sessions, or conferences.
• Payment Follow-Ups: Notify finance teams or clients ahead of billing deadlines.
• Project Milestones: Alert stakeholders of upcoming deliverables or check-in dates.

Wherever a date matters, this system ensures timely, automatic reminders.

The Results: More Prepared Teams, Fewer Missed Details

With this system in place, the team received Slack notifications exactly five days before each audit. This gave everyone enough time to review, align, and prepare—without needing to manually track each meeting.

• No More Confusion: Notifications were only sent for actual audits.
• Better Coordination: Teams stayed aligned and ready ahead of schedule.
• Smoother Ops: Automation removed the guesswork from audit prep.

A Simple Workflow That Delivered Real Impact

Using a custom date property, a clear form flow, and HubSpot’s automation tools, Origin 63 created a simple but powerful solution tailored to its internal operations.

This approach didn’t just solve a reminder issue—it made the audit prep process more dependable, scalable, and easy to manage.

Ready to Build Smarter Workflows in HubSpot?

Need reminders, notifications, or alerts that fit your process instead of the other way around? Origin 63 can help you create custom workflows that keep your team informed and aligned.