Demo Funnel Audit — Orbit Analytics
March 9, 2026 · 14:23–14:51 UTC · 28 minutes
Demo path is leaking
Site audited orbitanalytics.io
Forms tested 2 (homepage + pricing)
Nurture emails monitored 3-email sequence
Scheduler flows tested 2 (Book Demo + Talk to Sales)
Prospect profile used VP Revenue · 520-person SaaS · New York
ICP match Yes — Enterprise tier
CRM stack HubSpot + Chili Piper
Scheduler stack Chili Piper + Calendly
⚠
Demo path is leaking — 3 issues found
Pricing page leads route to the wrong sales queue. The "Talk to Sales" scheduler shows slots in the wrong timezone — prospects book a time that appears 3 hours off in their calendar. The 24-hour reminder email is not being sent.
Issues found
Critical
Pricing page form routes leads to SMB queue instead of Enterprise
orbitanalytics.io/pricing · HubSpot form hs-form-19203
Details ↓
High
Calendly "Talk to Sales" shows slots in US/Pacific without timezone label — 3-hour discrepancy for ET prospects
orbitanalytics.io/book-demo · Calendly /talk-to-sales
Details ↓
Medium
24-hour nurture reminder email not sent — HubSpot workflow enrollment not triggering
HubSpot workflow: "Demo Booked — 24h Reminder"
Details ↓
Funnel replay — Test 1 of 2
Homepage — Book a Demo form
orbitanalytics.io/book-demo · HubSpot hs-form-12847
2 issues
Page load & form render Pass 14:23:01 UTC
Page loaded in 2.3 s. HubSpot form hs-form-12847 rendered correctly. Fields: first name, last name, work email, company, job title, company size (dropdown).
Form submitted → HubSpot contact created Pass 14:23:07 UTC
Submitted with ICP-matching profile: VP Revenue, Ridgeline Software, 520 employees. Response 200 OK in 1.2 s.
HubSpot contact created: Contact ID 1847392. Lifecycle stage set to MQL. All fields populated correctly.
Lead routing — Chili Piper Pass 14:23:10 UTC (+3.1 s)
Routing rule fired correctly: company size 520 matched Enterprise tier (>200 employees). Lead assigned to Enterprise rep queue. Round-robin assignment completed in 3.1 s.
SDR inbound call Pass 14:27:11 UTC (+4 min 4 s)
Call received on audit line at 14:27:11 UTC — 4 minutes and 4 seconds after form submission. Caller ID matched Orbit Analytics main number. Voicemail recording captured and included in this report.
Scheduler — "Book a Demo" flow (Chili Piper) Pass 14:28:04 UTC
Chili Piper embed loaded on confirmation page. Timezone auto-detected as America/New_York. Available slots displayed correctly in ET. Booked: March 10, 2026 at 10:00 AM ET. Confirmation screen appeared immediately.
Scheduler — "Talk to Sales" flow (Calendly) Issue 14:31:18 UTC
Separate Calendly link (/talk-to-sales) present on confirmation page. Calendar loaded. Slots displayed without timezone label. Calendly owner timezone is US/Pacific — prospect timezone is America/New_York (ET, UTC−4).

Prospect sees "10:00 AM" and books it assuming ET. The actual slot is 10:00 AM PT = 1:00 PM ET. A 3-hour discrepancy.
Calendly slot display — what the prospect saw
  Monday, March 10
  ┌─────────────┐
  │  10:00 AM   │  ← no timezone shown
  │  10:30 AM   │
  │  11:00 AM   │
  └─────────────┘
  // Orbit Analytics Calendly account timezone: US/Pacific
  // Prospect browser timezone: America/New_York
  // No conversion performed, no label displayed
Calendar invite (.ics) delivered Issue 14:32:03 UTC (+45 s after booking)
Invite received from noreply@calendly.com. File delivered correctly. Timezone encoded as US/Pacific. In the recipient's calendar (ET), the meeting appears at 1:00 PM ET — not the 10:00 AM the prospect believed they selected.
Excerpt from delivered .ics file
BEGIN:VEVENT
SUMMARY:Talk to Sales - Orbit Analytics
DTSTART;TZID=America/Los_Angeles:20260310T100000
DTEND;TZID=America/Los_Angeles:20260310T103000

// Expected (if ET):
// DTSTART;TZID=America/New_York:20260310T100000
// Actual — appears in recipient's calendar at 1:00 PM ET
END:VEVENT
Nurture email 1 — Confirmation Pass 14:23:52 UTC (+45 s after form submit)
Subject: "Your Orbit Analytics demo is confirmed". Personalization correct: Alex Chen, Ridgeline Software. Demo date/time pulled from Chili Piper booking: March 10, 10:00 AM ET. Landed in inbox (not spam).
Nurture email 2 — Pre-demo prep Pass 15:24:03 UTC (+1 h after form submit)
Subject: "Before your Orbit Analytics demo — what to expect". Delivered on time at T+1 h. Contents: agenda, suggested attendees (VP Sales, RevOps lead), prep checklist. No broken links or missing images.
Nurture email 3 — 24-hour reminder Not sent Expected: March 10 ~14:23 UTC · Checked: March 10 16:47 UTC (+26 h 24 min)
Email not received. Inbox and spam folder checked at +26 h 24 min — nothing. HubSpot workflow "Demo Booked — 24h Reminder" appears to require contact property demo_booked = true as enrollment condition. Property is set by the Chili Piper webhook — which is not firing for this event type in the current configuration.
HubSpot workflow enrollment condition (inferred)
Workflow: "Demo Booked — 24h Reminder"
Enrollment trigger: Contact property
  demo_booked  is equal to  true

// Chili Piper webhook for "booking_confirmed" event
// is configured but property update not executing
// → contact never enrolls → email never sends
End of Test 1
Funnel replay — Test 2 of 2
Pricing page — secondary form
orbitanalytics.io/pricing · HubSpot hs-form-19203
1 critical issue
Page load & form render Pass 14:41:28 UTC
HubSpot form hs-form-19203 loaded on pricing page. Same fields as homepage form. Page load 1.9 s.
Form submitted → HubSpot contact updated Pass 14:41:33 UTC
Same ICP profile submitted. Duplicate correctly merged with existing Contact ID 1847392. All properties updated. 200 OK in 0.9 s.
Lead routing — wrong queue assigned Critical 14:41:36 UTC (+3.1 s)
Lead routed to SMB queue. Expected: Enterprise queue (company size 520 > 200-employee threshold). Actual: SMB queue.

Form hs-form-19203 was created in early 2024 and carries its own Chili Piper routing rules. At that time, the Enterprise threshold was >500 employees. The threshold was updated to >200 employees in Q3 2024 — but the pricing form's routing rules were never updated.

Impact: all leads from the pricing page with 200–500 employees are routed to SMB reps and never reach Enterprise queue.
Routing rule comparison
                  Homepage form          Pricing page form
                  hs-form-12847          hs-form-19203
                  ─────────────────────────────────────────────
Enterprise rule   employees > 200        employees > 500  ← stale
SMB rule          employees ≤ 200        employees ≤ 500  ← catches 200–500

Result for this   Enterprise queue ✓     SMB queue ✗
audit prospect
(520 employees)
Scheduler, invite, and nurture sequence not tested for this path — routing failure is the blocking issue.
Issue details
Critical
Pricing page form routes to wrong sales queue
Where
orbitanalytics.io/pricing · HubSpot form hs-form-19203 · Chili Piper routing rules
What happens
Leads from the pricing page with 200–500 employees are assigned to the SMB sales queue instead of the Enterprise queue. The form was created when the Enterprise threshold was >500 employees. The threshold was lowered to >200 in Q3 2024 and the homepage form was updated — but the pricing form's Chili Piper routing rules were not.
Impact
Any mid-market company (200–500 employees) that fills out the demo form from the pricing page goes to an SMB rep with no handoff. If pricing page is a significant conversion point, this segment is being systematically misrouted. Check what percentage of form submissions come from /pricing vs. homepage.
Fix
Update Chili Piper routing rules attached to hs-form-19203 to match the current tier logic: Enterprise = >200 employees, SMB = ≤200. Recommend auditing all HubSpot forms to ensure routing rules are consistently applied.
High
Calendly "Talk to Sales" shows slots in US/Pacific — 3-hour discrepancy
Where
Calendly event type /talk-to-sales linked from the Chili Piper confirmation page
What happens
The Calendly account is configured with timezone US/Pacific. The event type does not have "display invitee's local timezone" enabled. Slots are shown without any timezone label.

A prospect in New York (ET, UTC−4) books "10:00 AM" — the only reasonable interpretation is 10 AM ET. The .ics invite arrives with DTSTART;TZID=America/Los_Angeles:20260310T100000, which renders as 1:00 PM ET in the recipient's calendar. The prospect either misses the call or contacts sales confused about the time.
Affected visitors
All prospects outside the US/Pacific timezone — this includes US East Coast (3h off), Europe (8–9h off), and APAC. For London-based prospects the discrepancy would be 8 hours.
Fix
In Calendly event type settings: enable "Display times in invitee's timezone". Alternatively, set the event type timezone to UTC and allow Calendly to convert for each visitor. No engineering work required — this is a Calendly admin setting.
Medium
24-hour nurture reminder not sent — workflow enrollment broken
Where
HubSpot workflow: "Demo Booked — 24h Reminder"
What happens
The workflow is configured to enroll contacts when the property demo_booked is set to true. This property is supposed to be updated by a Chili Piper webhook on the booking_confirmed event. The webhook is configured in Chili Piper but the HubSpot property is not being updated — likely because the webhook payload field name changed after a Chili Piper update and the HubSpot mapping was not updated.

Email 1 (confirmation) and Email 2 (pre-demo prep) are triggered by form submission and are working. Only Email 3 depends on the demo_booked property and fails silently.
Impact
Prospects do not receive a reminder 24 hours before the demo. No-show rate likely increases for prospects who book far in advance or have a busy calendar.
Fix
  • Check Chili Piper webhook logs for booking_confirmed events — verify that the payload is sending and inspect the field names.
  • Verify the HubSpot property mapping in Chili Piper → HubSpot integration settings.
  • Alternative: switch the workflow enrollment trigger to "Meeting outcome is booked" using HubSpot's native Meetings integration if Chili Piper supports it.
Recommended actions
3 actions · estimated fix time: under 2 hours

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