AwayGate

Overview

What it does: Blocks workflow execution when a specified HubSpot user is marked as "away" or unavailable, automatically resuming when they return to "available" status.
When to use it: When workflows require human attention, approval, or action from specific team members who may not always be available - such as sales follow-ups, support escalations, or manager approvals.
Business value: Prevents workflows from executing when key personnel are unavailable, ensuring important tasks wait for the right person rather than being missed or handled by unavailable team members.


Quick Setup

Prerequisites

HubSpot users with availability status tracking enabled
Understanding of which users need to be available for specific workflows
Workflow permissions to check user availability status

Basic Configuration

    Add the "AwayGate" action to your workflow
    Choose between "Associated User" (like record owner) or "Static User" (specific person)
    Select the specific user to check
    Test with a user who can toggle their availability status


Input Fields

Required Fields

User Type (Selection Type)

  • Type: Dropdown
  • Description: Determines how the user is selected for availability checking
  • Options:
  • Associated User - Uses a user associated with the record (like owner)
  • Static User - Uses a specific, predefined user
  • Example: Associated User (checks the record's owner availability)

Select User (Selection)

  • Type: Dynamic Dropdown (changes based on User Type selection)
  • Description: The specific user whose availability will be checked
  • For Associated User: Shows options like "Owner"
  • For Static User: Shows list of all HubSpot users
  • Example: Owner or John Smith (Sales Manager)
  • Notes: Options automatically update based on your User Type selection


Common Use Cases

Use Case 1: Sales Follow-up Gating

Scenario: Ensure sales follow-ups only happen when the assigned salesperson is available
Setup:
  • User Type: Associated User
  • Select User: Owner
Result: Workflow pauses until the deal/contact owner is marked as available in HubSpot

Use Case 2: Manager Approval Workflows

Scenario: Route high-value deals to a specific manager only when they're available
Setup:
  • User Type: Static User
  • Select User: Sarah Johnson (Sales Director)
Result: Workflow waits until Sarah Johnson is available before proceeding with approval steps

Use Case 3: Support Escalation Control

Scenario: Escalate urgent tickets only when the support lead is available to handle them
Setup:
  • User Type: Static User
  • Select User: Mike Chen (Support Lead)
Result: Urgent tickets wait for Mike to be available rather than sitting unattended

Use Case 4: Territory-Based Assignment

Scenario: Assign leads to regional managers only during their working hours
Setup:
  • User Type: Static User
  • Select User: Regional Manager (West Coast)
Result: West Coast leads wait for the regional manager's availability


Advanced Configuration

Availability Status Integration

The action integrates with HubSpot's built-in availability system:
  • Available Status: User is actively working and can handle tasks
  • Away Status: User is temporarily unavailable (lunch, meeting, etc.)
  • Offline Status: User is not working (after hours, vacation, etc.)
  • Custom Statuses: Any custom availability statuses you've configured

Webhook-Driven Resume

Automatic workflow resumption when users become available:
  • Real-time Monitoring: System watches for availability status changes
  • Instant Resume: Workflows resume immediately when user becomes available
  • Batch Processing: Multiple waiting workflows resume efficiently
  • Error Handling: Graceful handling of user status update failures

Caching and Performance

Optimized for high-volume usage:
  • 60-Second Cache: User availability status cached to reduce API calls
  • Batch Checking: Multiple availability checks processed together
  • Rate Limit Protection: Prevents overwhelming HubSpot's user API

Important Timing Behaviors

  • Status Change Delay: It can take 1-2 minutes for availability changes to be detected due to caching
  • Immediate Block: If a user is away when the workflow reaches this action, it blocks immediately
  • Bulk Resume: When a user becomes available, ALL workflows waiting for that user resume simultaneously
  • Weekend/Holiday Handling: The action only checks HubSpot availability status, not calendar or working hours
  • Timezone Considerations: User availability is based on their HubSpot account settings, not local timezone


How It Works

    User Selection: System identifies which user to check based on your configuration
    Availability Check: Queries HubSpot for the user's current availability status
    Decision Logic: If available, workflow continues; if away, workflow blocks
    Monitoring Setup: For blocked workflows, system monitors for status changes
    Webhook Processing: When user becomes available, webhook triggers workflow resume
    Workflow Continuation: Previously blocked workflows continue to next action