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Send follow-ups using Gmail to Hubspot contacts

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

Use Case Following up at the right time is one of the most important parts of sales. This workflow uses Gmail to send outreach emails to Hubspot contacts that have already been contacted only once ...

Best for

  • Lead Nurturing automation workflows
  • intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.scheduletrigger, n8n-nodes-base.stickynote, n8n-nodes-base.gmail, n8n-nodes-base.hubspot, n8n-nodes-base.if, n8n-nodes-base.httprequest, n8n-nodes-base.set

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Mutasem.

Original n8n.io source

1.1 Workflow description

Title
Send follow-ups using Gmail to Hubspot contacts
Workflow name
Send follow-ups using Gmail to Hubspot contacts

Use Case

Following up at the right time is one of the most important parts of sales. This workflow uses Gmail to send outreach emails to Hubspot contacts that have already been contacted only once more than a month ago, and records the engagement in Hubspot.

Setup

  1. Setup HubSpot Oauth2 creds (Be careful with scopes. They have to be exact, not less or more. Yes, it’s not simple, but it’s well documented in the n8n docs. Be smarter than me, read the docs)
  2. Setup Gmail creds.
  3. Change the email variables in the Set keys node

How to adjust this template

There's plenty to do here because the approach here is really just a starting point. Most important here is to figure out what your rules are to follow up. After a month? More than once?

Also, remember to update the follow-up email! Unless you want to sell n8n 😉

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Every day at 9 am

Type / Role
n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices
Version 1.1

Block 2 - Sticky Note2

Type / Role
n8n-nodes-base.stickyNote - stickyNote
Config choices
Version 1

Block 3 - Send outreach email

Type / Role
n8n-nodes-base.gmail - gmail
Config choices
Version 2.1

Block 4 - Sticky Note

Type / Role
n8n-nodes-base.stickyNote - stickyNote
Config choices
Version 1

Block 5 - Sticky Note1

Type / Role
n8n-nodes-base.stickyNote - stickyNote
Config choices
Version 1

Block 6 - Record engagement in HubSpot

Type / Role
n8n-nodes-base.hubspot - hubspot
Config choices
Version 2

Block 7 - Get previously HubSpot contacts

Type / Role
n8n-nodes-base.hubspot - hubspot
Config choices
Version 2

Block 8 - if last contacted before a month

Type / Role
n8n-nodes-base.if - if
Config choices
Version 2

Block 9 - Get Hubspot Contact to engagement

Type / Role
n8n-nodes-base.httpRequest - httpRequest
Config choices
Version 4.1

Block 10 - if there has been only one engagement

Type / Role
n8n-nodes-base.if - if
Config choices
Version 2

Block 11 - Set email keys

Type / Role
n8n-nodes-base.set - set
Config choices
Version 3.3

Block 12 - Sticky Note3

Type / Role
n8n-nodes-base.stickyNote - stickyNote
Config choices
Version 1

3. Summary Table

Workflow Send follow-ups using Gmail to Hubspot contacts
Complexity intermediate
Nodes 12
Categories Lead Nurturing
Author Mutasem
Published 22 Feb 2024

4. Reproducing the Workflow from Scratch

  1. 1. Download the workflow JSON

    Use the JSON export at /data/workflows/2118/2118.json as the source template for this automation.

  2. 2. Import the template into n8n

    Open n8n, import the downloaded JSON, and review each node before activating the workflow.

  3. 3. Configure credentials and variables

    Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.

  4. 4. Test with sample data

    Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.

  5. 5. Activate and monitor

    Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Lead Nurturing workflows

Frequently asked questions

What does Send follow-ups using Gmail to Hubspot contacts do?

Use Case Following up at the right time is one of the most important parts of sales. This workflow uses Gmail to send outreach emails to Hubspot contacts that have already been contacted only once ...

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Lead Nurturing use case.