Automate lead qualification & follow-up with Gemini, HubSpot, Zoom & Mailchimp

Lead Qualification & Follow‑up (Gemini)

Automate lead intake, AI qualification, and next‑step outreach. Qualified leads get a scheduled meeting, Zoom details, an email confirmation, CRM update, and Mailchimp enrollment. Not‑qualified leads receive a follow‑up sequence, CRM update, and a 30‑day reminder.

What this workflow does

AI qualifies leads as QUALIFIED or NOT QUALIFIED using Google Gemini. Supports two triggers: Webhook (wordpress-form) or n8n Form Trigger.

QUALIFIED branch:

• AI phone call via VAPI
• Schedules Google Calendar event
• Creates Zoom meeting
• Sends confirmation email via Gmail
• Adds to Mailchimp audience
• Updates contact in HubSpot
• NOT QUALIFIED branch:
• AI phone call via VAPI
• Adds to Mailchimp audience
• Sends follow‑up email via Gmail
• Updates contact in HubSpot
• Creates 30‑day follow‑up calendar event
• Apps and credentials required
• Google Gemini (PaLM/Gemini API)
• Gmail
• HubSpot
• Zoom
• Google Calendar
• VAPI (for AI phone calls)
• Mailchimp

Environment variables

MAILCHIMP_LIST_ID_QUALIFIED=your_mailchimp_list_id_for_qualified MAILCHIMP_LIST_ID_FOLLOWUP=your_mailchimp_list_id_for_followup Triggers supported Webhook: path wordpress-form (POST) Form Trigger: built‑in n8n form Use only one in production. Keep the other disabled.

Expected input (fields) name: string email: string message: string If using Webhook, send a JSON body with the fields above.

Setup Connect credentials: Google Gemini (model: models/gemini-2.5-flash) Gmail HubSpot (OAuth) Zoom Google Calendar (select the target calendar) VAPI (HTTP header auth: Bearer token) Set env vars: MAILCHIMP_LIST_ID_QUALIFIED MAILCHIMP_LIST_ID_FOLLOWUP Choose your trigger: Webhook: enable and use the provided URL for wordpress-form Form Trigger: enable and publish the form Review timing: adjust Wait nodes for your timezone and SLA. Personalize messaging: edit Gmail subjects/bodies and Zoom topic. CRM and lists: confirm HubSpot properties and Mailchimp list IDs. How it works (at a glance) Intake → AI classifies (QUALIFIED / NOT QUALIFIED)

QUALIFIED: VAPI call → Schedule Calendar → Create Zoom → Add to Mailchimp (qualified) → Gmail confirmation → HubSpot update NOT QUALIFIED: VAPI call → Add to Mailchimp (follow‑up) → Gmail follow‑up → HubSpot update → 30‑day calendar event Test the workflow (before going live) Submit a test via your chosen trigger with name, email, message. Confirm AI decision at the “Lead Decision” node. If QUALIFIED: VAPI call executed Calendar event created Zoom meeting created (join URL available) Mailchimp enrollment (qualified list) Gmail confirmation sent HubSpot contact created/updated If NOT QUALIFIED: VAPI call executed Mailchimp enrollment (follow‑up list) Gmail follow‑up sent HubSpot updated 30‑day calendar reminder created Open any failing HTTP nodes and review response codes/messages. Go‑live checklist All credentials connected (no warnings) MAILCHIMP_LIST_ID_QUALIFIED and MAILCHIMP_LIST_ID_FOLLOWUP set Timezone and delays validated Email copy approved Only one trigger enabled Final end‑to‑end test passed Toggle workflow Active Customization ideas Add a Slack or Microsoft Teams notification on QUALIFIED Enrich leads (Clearbit, ZoomInfo, etc.) before AI decision Swap Mailchimp for your ESP (Klaviyo, SendGrid Marketing) Add a second‑chance branch for ambiguous AI classifications Localize email copy by country or language Troubleshooting Webhook receives no data: ensure external form POSTs JSON to the n8n URL and network rules allow it.

AI decision empty/garbled: verify Gemini credentials/model ID and input fields. Mailchimp errors: verify List IDs and that email is valid. Gmail send fails: check OAuth scopes and daily limits. Zoom/Calendar issues: re‑connect OAuth; verify calendar access.

HubSpot errors: confirm OAuth scopes and property mappings. Security and scopes Gmail: send email Google Calendar: create events Zoom: create meetings HubSpot: read/write contacts Mailchimp: list membership VAPI: authenticated HTTP requests Gemini: model inference Use least‑privilege for each integration.

Limits and notes Gmail and Mailchimp rate limits may apply during spikes. Zoom and Google Calendar API quotas apply for frequent scheduling. VAPI call timeouts are 30s by default; adjust as needed.

Changelog 2025‑09‑15: Initial public template with dual triggers, Gemini qualification, VAPI calls, scheduling, Mailchimp, Gmail, and HubSpot updates.