# The 3R System in HubSpot

Setup time: 12 minutes. Requires HubSpot Marketing Hub Pro or Sales Hub Pro (for SMS).

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## Step 1: Enable HubSpot SMS

1. In HubSpot, go to **Settings → Marketing → SMS**.
2. Register a number (or verify your existing business number).
3. Approve the sender profile (takes 1-3 business days for HubSpot review).

If you're not on a plan that supports SMS, use Twilio + Zapier as a bridge (see below).

## Step 2: Set Up a Workflow

1. Go to **Automation → Workflows → Create workflow**.
2. Trigger type: **Deal / Contact-based** — specifically **Call log created** with status **Missed**.
3. Alternative trigger: **Contact property change** watching a "last call status" field if your calling tool logs it.

## Step 3: Send the RESPOND Text

1. Add action: **Send SMS**.
2. From: your registered SMS number.
3. To: `{{contact.phone}}` (dynamic field).
4. Message body: Template 1 from Templates file, with contact tokens:

```
Hi, this is [YOUR NAME] with [BUSINESS]. I saw your call and I'm on the other line. Text me back with what you need and I'll get you sorted in the next few minutes.
```

Replace bracketed values with real names.

## Step 4: Route Replies to Your Phone

1. Go to **Settings → Notifications → Mobile**.
2. Install the HubSpot mobile app on your phone.
3. Enable notifications for: **New chat**, **Assigned to you**, **Conversation reply**.
4. Set yourself as the default owner for any missed-call contact.

## Step 5: After-Hours Fork

1. In your workflow, add a **Branch** based on **Current time** (business hours vs after hours).
2. If after hours: send Template 2 instead.

## Step 6: Re-Engagement Sequence

1. Add a **Delay** step: 2 hours.
2. Add a **Condition**: has any inbound message been received? If NO, send Template 7.
3. Add another **Delay**: 24 hours.
4. Add another **Condition**: same check. If NO, send Template 8.

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## Twilio + Zapier Bridge (if not on SMS-enabled HubSpot plan)

If your HubSpot plan doesn't include SMS:

1. Set up Twilio account and get a phone number ($10/month).
2. In Zapier, create a Zap: HubSpot missed call → Twilio Send SMS.
3. Configure the Twilio message body with Template 1.
4. Route inbound SMS replies from Twilio back into HubSpot via a second Zap: Twilio Inbound → HubSpot Create Note on Contact + Task to owner.

This works, but adds a 2-5 second delay vs native SMS.

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## Common HubSpot Setup Mistakes

- **Don't skip SMS registration.** HubSpot enforces sender approval before you can send any SMS. Start this first.
- **Don't leave workflows in Draft.** They won't fire.
- **Don't route inbound SMS to Team inbox** if only one person is monitoring. Route to yourself directly.

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Ready to have us configure this for you? Every BFM client's CRM ships with the 3R System pre-installed. Book a Clarity Call at [/plan](/plan).