WhatsApp-HubSpot Visitor Experience Specialist

Job Title

WhatsApp Business API + HubSpot Automation Specialist (Structured Visitor Experience Build)

Project Overview

We are building a structured WhatsApp-based visitor experience system for our head office.

The goal is to create an automated WhatsApp flow that allows visitors to:

Confirm attendance

Select meeting room preferences

Choose refreshments

Submit dietary requirements

Provide PPE sizes

Indicate tour interest

Confirm arrival time

All responses must sync into HubSpot and trigger internal notifications/workflows.

This is not a chatbot.
This is a structured, premium visitor experience automation.

Scope of Work
1️⃣ WhatsApp Business API Setup

Advise on best provider (Twilio, 360dialog, etc.)

Configure WhatsApp Business API

Connect verified business number

Ensure compliance with Meta messaging policies

2️⃣ Build Structured Interactive Flow

Flow must include:

Interactive buttons

List messages

Multi-step logic

Conditional branching (if PPE required → ask for sizes)

Structured data capture (not free-text only)

Example flow structure:

Welcome message

Confirm attendance (Yes / No)

Arrival time selection

Meeting room preference (list)

Refreshments selection (multi-select or structured response)

Dietary requirements

PPE sizes (dropdown/list per attendee)

Tour interest

Confirmation message

3️⃣ HubSpot Integration

Push all responses into HubSpot

Update contact properties

Associate with relevant deal

Create timeline activity log

Trigger internal notifications

Optional: create tasks for operations team

We require clean CRM structuring — not messy note dumping.

4️⃣ Internal Automation

Trigger:

Email notification to operations

Optional Slack notification

Optional internal task creation

5️⃣ Testing & Handover

Full system testing

Documentation

Loom walkthrough

Editable flow ownership transfer

Training session

Technical Requirements

Freelancer must have experience with:

WhatsApp Business API (not just standard WhatsApp Business app)

Twilio / 360dialog / MessageBird

HubSpot API

Zapier or Make

Structured conversational design

CRM data architecture

Please provide examples of similar builds.

Deliverables

Fully functioning WhatsApp structured automation

Live HubSpot sync

Internal workflow automation

Documentation

Handover training

Timeline

Target build: 4–6 weeks
Testing phase included.

Please quote clearly with breakdown:

Setup

Development

Integration

Ongoing support (if applicable)