Calendly to HubSpot n8n Workflow: OpenAI Enrichment + ICP Scoring

Turn Calendly bookings into enriched, ICP-scored leads in HubSpot—automatically

This n8n workflow watches your Gmail for new Calendly “New Event” notifications, upserts the booked prospect into HubSpot, enriches business-email leads using OpenAI + SerpAPI (with a Google Sheets cache), scores them against your ICP rules, and emails a ready-to-use meeting briefing.

What this workflow does

• Monitors Gmail every minute for incoming Calendly “New Event” notification emails.
• Extracts booking details from the email subject and snippet (invitee name, email, company domain, booking event ID, meeting start time). Incomplete records are routed to a manual review path.
• Upserts contacts in HubSpot using the Contacts batch upsert endpoint keyed by email.
• Optionally logs booking notes when notes are present—creating a HubSpot note and associating it to the contact.
• Enriches business-email leads only: checks a Google Sheets enrichment cache by company domain; if missing, uses an OpenAI chat model with SerpAPI web search to enrich the company profile and then writes results back to the sheet.
• Calculates an ICP score based on rules such as employee count, industry, enterprise motion, geography, and funding stage—then updates the HubSpot contact with the score.
• Sends a formatted meeting briefing via Gmail to the configured recipient.

Use cases

• Sales and RevOps teams who want Calendly-to-HubSpot lead enrichment without manual research.
• Automation engineers building n8n workflows that combine CRM updates, enrichment, and email-ready context.
• SaaS operators running ICP-driven follow-up after every booked meeting.

Technical details

• Trigger: Gmail (OAuth2) for Calendly “New Event” notifications; send action: Gmail (OAuth2) for the briefing email.
• Logic: if, set, code, wait
• Data: HubSpot contacts upsert; Google Sheets for enrichment cache
• Enrichment: OpenAI + SerpAPI
• Workspace: sticky note for workflow guidance

Setup: Connect Gmail OAuth2 for both trigger and send, set the Calendly sender email filter, and configure the briefing recipient email.