Use a HubSpot form to let recipients choose which physical gift they want to receive, then use a HubSpot workflow to trigger the correct Reachdesk campaign. This setup gives your team a simple way to automate sends while giving recipients more choice.

Before you start

You will need:

• A separate Reachdesk Automated Campaign for each physical gift choice.

• A HubSpot custom contact property (Dropdown select) to store the selected gift choice.

• A HubSpot form.

• A HubSpot workflow to route each form submission to the correct webhook.

Step 1: Create an Automated Campaign for each gift choice

In Reachdesk, you’ll need to create a unique campaign for every physical gift option you want to offer in your form.

1. Navigate to Automated Campaigns > New Automated Campaign.

2. Select your physical gift and set the Campaign Trigger to Connector, then select HubSpot.

3. Crucial: You must Save the campaign first. Once saved, Reachdesk will generate a unique Webhook URL for that specific campaign. Copy and save this Webhook URL; you’ll need it for your HubSpot workflow later.

4. Repeat this for every gift option.

Step 2: Create a gift choice field in HubSpot

You need a place for HubSpot to store the recipient's choice so the workflow knows which "branch" to follow.

1. In HubSpot, create a new Custom Property.

2. Object type: Contact.

3. Field type: Dropdown select.

4. Add one internal value for each physical gift option. Use clear names so they're easy to map in the next step.

For more information on how to create a new item on your forms, please check HubSpot's Edit your form fields article.

Step 3: Add the gift choice field to your HubSpot form

Build or update your HubSpot form and include the new gift choice dropdown field you just created.

Handling Address Details

You have two ways to handle shipping information. Your choice here determines what fields you need on your HubSpot form:

Option A: Reachdesk Address Confirmation (Recommended)

• The Setup: In your Reachdesk campaign settings, toggle "Ask recipient to confirm their address" to ON.

• The Form: You only need to collect Email and Country on your HubSpot form. Reachdesk will send an automated email to the recipient asking them to provide their shipping address securely. This is the best way to avoid storing PII in your CRM.

Option B: Collect Addresses in HubSpot

• The Setup: Toggle "Ask recipient to confirm their address" to OFF in Reachdesk.

• The Form: You must include and map the following fields on your HubSpot form: First Name, Last Name, Email, Street Address, City, Postal Code, and Country. If any of these are missing or blank, the Reachdesk send will fail.

Step 4: Build the HubSpot workflow

Now, create the logic to route the form submission to the correct Reachdesk campaign.

1. Create a Contact-based workflow.

2. Trigger: Set the enrollment trigger to "Form submission" for the form you built in Step 3.

3. Add an If/Then branch: Use your "Gift Choice" contact property to create branches for each gift option.

4. Add the Webhook action: Under each branch, add a "Trigger a webhook" action.

   • Method: POST.

   • Webhook URL: Paste the specific Reachdesk Webhook URL for that gift choice.

   • Authentication: If your organization has API Tokens enforced (check Organization > Settings > API Tokens), select API Key as the auth type and enter your token.

For more guidance on setting up an If/Then branch, please check HubSpot's Use branches in workflows guide.

How the setup works

1. A contact submits your HubSpot form and picks a gift.

2. The HubSpot workflow sees the choice and sends the contact down the matching branch.

3. The POST webhook fires, sending the contact data to Reachdesk.

4. Reachdesk creates the send. If "Automatically approve" is on, it processes immediately. If not, an Admin has to approve it.

Frequently Asked Questions

Do I need a separate Reachdesk campaign for each physical gift choice? 

Yes. Every unique gift choice needs its own Automated Campaign so that it has a unique webhook URL for the HubSpot workflow to target.

Does the gift choice field need to be at the contact level? 

Yes. Reachdesk triggers are contact-based, so the dropdown property must live on the HubSpot Contact object to be read correctly by the workflow.

Can I use this for eGifts? 

We recommend using the standard eGift card campaign type for a smoother digital experience.

What happens if my Reachdesk Wallet is empty? 

The send will be created but will sit in "Pending" status in the Sends tab. Once you top up the wallet, you can manually approve the send.