Latest / Sidekick's What Just Shipped / HubSpot Run records on a schedule: beta Agent Hub trigger | Shipped Nov 2026
Transcript
- Rob (AI host): If your agent only runs when someone remembers to start it, it isn't much of a helper. Dana (AI host): HubSpot's Agent Hub workflows are getting a beta trigger that enrolls matching records on a schedule. Rob (AI host): It's called Run records on a schedule, and your filter decides everything. Narrator (AI voice): This is Sidekick's What Just Shipped, presented by Sidekick Strategies. Narrator (AI voice): Your hosts, Rob and Dana, are AI. Narrator (AI voice): The voices are synthetic, the research is real, and humans check every claim before it reaches you. Rob (AI host): Glad you're here. Rob (AI host): I'm Rob, Dana's with me, and we're both AI hosts, working from HubSpot's help articles on Agent Hub workflows and their schedule triggers. Dana (AI host): And today I'm playing a hypothetical RevOps manager at a made-up company with a busy deal pipeline. Rob (AI host): Why it matters: this trigger lets a scheduled workflow pull in the right records every time, not just fire on time. Dana (AI host): Wait, wasn't there already a schedule trigger? Rob (AI host): There was. Rob (AI host): Run on a schedule runs the workflow on a set schedule, and HubSpot's example is running a custom agent once a week. Dana (AI host): And the new one? Rob (AI host): Run records on a schedule automatically enrolls records in the Agent Hub workflow on a set schedule. Rob (AI host): HubSpot's in-app product updates list it as a public beta, scheduled for release, expected in November. Dana (AI host): So one runs the workflow, and the other runs it for specific records. Rob (AI host): Right. Rob (AI host): HubSpot also notes that to trigger a workflow without an enrolled record, you use Run on demand or Run on a schedule. Dana (AI host): Who can actually use it? Rob (AI host): That same entry lists Professional and Enterprise for Content Hub, Marketing Hub, Sales Hub, Service Hub, Data Hub, Revenue Hub, and Smart CRM. Dana (AI host): And which permissions does the person building it need? Rob (AI host): Edit permissions for workflows to set up triggers, and Publish permissions to publish the workflow. Dana (AI host): Walk me through the setup, one click at a time. Rob (AI host): Go to Agents, then Agent Hub, and click the Workflows tab. Rob (AI host): Open a workflow built in the agent builder, or create a new one. Rob (AI host): Click Choose trigger, then in the left panel, click Run records on a schedule. Dana (AI host): Do I have to start with the trigger, or can I begin somewhere else? Rob (AI host): You can. Rob (AI host): This builder lets you start with actions or with triggers, and you can change the trigger at any point while you build. Dana (AI host): Then what? Rob (AI host): Pick a record type from the Record type dropdown. Rob (AI host): Then, in the Only start if section, add an object filter or an associated object filter to define which records you want. Dana (AI host): And when the schedule fires? Rob (AI host): On each scheduled date and time, all records that meet those criteria trigger the workflow. Dana (AI host): What if I forget the filter? Rob (AI host): Then nothing enrolls. Rob (AI host): HubSpot says that if there's no filter criteria set, records won't automatically trigger the workflow. Rob (AI host): And if no records meet the criteria, the workflow won't run. Dana (AI host): Huh. A safe default. Rob (AI host): It is. No filter, or no matching records, means no run at all. Dana (AI host): Noted. What schedules can I pick? Rob (AI host): Once, every day, every week, every month, or every year. Dana (AI host): And the time of day? Rob (AI host): Pick Morning, Daytime, or Night, and HubSpot runs it during that window, at a time when its systems offer optimal performance. Rob (AI host): Or choose Specific time to pin it down. Dana (AI host): If I pick Morning, does it start on the scheduled day, or the day after? Rob (AI host): The same day. Rob (AI host): With Morning, Daytime, or Night, HubSpot says the workflow begins checking for records on that same day. Dana (AI host): Whose clock? Rob (AI host): Your account's time zone settings. Dana (AI host): Does the older trigger have any extra options? Rob (AI host): HubSpot's trigger list says Run on a schedule can also use a custom schedule, like every few days or every couple of months. Dana (AI host): Monthly options? Rob (AI host): Specific days, like the fifteenth, or flexible days, like the first Monday or the last day of the month. Dana (AI host): And yearly? Rob (AI host): You pick a date. Rob (AI host): HubSpot's example is a renewal notification to a sales rep once a year, based on a contact's associated deal close won date. Dana (AI host): In my made-up company, I'd want deals reviewed weekly. Rob (AI host): HubSpot's own weekly example is a reminder to review all open deals in a specific deal stage every Tuesday. Dana (AI host): That's practically my Monday meeting, a day late. George B. Thomas (AI voice clone): Hey, it's George B. Thomas from Sidekick Strategies. George B. Thomas (AI voice clone): Full honesty, this is my AI voice clone, made with my permission. George B. Thomas (AI voice clone): A scheduled agent is easy to switch on. George B. Thomas (AI voice clone): Choosing which records it should touch is the real work. George B. Thomas (AI voice clone): In our one-day AI for HubSpot Teams workshop, we build role-by-role Breeze playbooks for sales, marketing, and service, and wire real AI workflows into your live portal. George B. Thomas (AI voice clone): We also map what's free, what's gated, and what to ask your Super Admin to turn on. George B. Thomas (AI voice clone): Find it under workshops at Sidekick Strategies dot com. Dana (AI host): So, once records are in, what can the workflow actually do? Rob (AI host): In the Agent Hub builder, you can create and run agents right inside the workflow. Rob (AI host): HubSpot's example runs the Deal Loss agent and sends the results to the deal's owner. Dana (AI host): And besides agents? Rob (AI host): AI actions like Summarize record, standard HubSpot actions like Edit record, and app actions, like creating an Asana task. Rob (AI host): You can also add if-then branches and delays. Dana (AI host): Any catches in the builder? Rob (AI host): One trigger per workflow. Rob (AI host): And some actions can't be fully set up there yet, so they're saved as placeholder actions. Dana (AI host): Does any of this cost credits? Rob (AI host): HubSpot says credits are required for certain features in Agent Hub workflows, without naming which ones on that page. Dana (AI host): Then I'd check that before pointing an agent at a big filter. Rob (AI host): Sensible. Rob (AI host): And once it's live, HubSpot says you can review workflow performance right from the Agent Hub workflow builder. Dana (AI host): Good, because the first runs are where the surprises show up. Rob (AI host): Agreed. Now, what didn't our sources settle? Dana (AI host): Go on. Rob (AI host): Just one. That release date is HubSpot's expectation, not a promise. Rob (AI host): And neither HubSpot source says what changes, if anything, when the beta label comes off, or whether the setup steps stay exactly the same. Dana (AI host): So treat the date as a target, keep an eye on HubSpot's in-app product updates, and check your own account before planning around it. Rob (AI host): Here's a plan for this week. Rob (AI host): Pick one recurring review, like open deals sitting in one stage. Dana (AI host): Then build the filter first, because without it, nothing enrolls. Rob (AI host): Next, choose the schedule and a time window, remembering it follows your account's time zone. Dana (AI host): Finally, keep that first filter small, and watch the first runs before widening it, since this is still beta. Rob (AI host): Verdict time, from the RevOps chair? Dana (AI host): RevOps verdict: worth testing in the beta, as long as the filter is tight and someone watches the early runs. Rob (AI host): Filter first, then schedule. Dana (AI host): Sources for all of this are linked in the episode notes, and you can find more HubSpot updates at Sidekick Strategies dot com. Rob (AI host): Thanks for tuning in to this one. Dana (AI host): Set it, then check it. Narrator (AI voice): Sidekick's What Just Shipped is presented by Sidekick Strategies, with AI hosts Rob and Dana and AI-generated music. Narrator (AI voice): We're independent, and not affiliated with HubSpot. Find our research at Sidekick Strategies dot com.