Google Calendar → HubSpot Contact + Gmail Confirmations

Automatically sync Google Calendar events to HubSpot—and send Gmail confirmations

This n8n workflow watches for newly created timed events in Google Calendar, upserts the external attendee as a HubSpot contact, sends a Gmail confirmation email, and then—up to 24 hours before the meeting—checks the event status again and sends a reminder if it’s still confirmed.

What this workflow does

• Triggers on new timed events: runs every minute when a new event is created in your selected Google Calendar.
• Extracts meeting details: pulls the external guest, meeting title, start time, and a join link (from Google Meet, a conferencing add-on, or the event location). It also calculates the reminder send time.
• Upserts a HubSpot contact: creates or updates the guest as a contact in HubSpot using the attendee email, first name, and last name.
• Sends confirmation via Gmail: emails the guest the meeting time and join link using Gmail.
• Sends a reminder after re-checking: if the reminder time is at least 30 minutes in the future, it waits until the calculated timestamp, fetches the event again from Google Calendar, and sends a reminder email only if the event is still confirmed.

Use cases

• Turn scheduled Google Meet calls into tracked HubSpot contacts with automatic confirmation and reminder emails.
• Reduce missed meetings by sending a reminder based on the event’s true status in Google Calendar.
• Keep CRM data accurate by upserting external guests whenever new timed events are created.

Technical details

• Google Calendar trigger (checks newly created timed events every minute; configurable calendar ID, default primary).
• HubSpot upsert for contacts (requires HubSpot private app token with contacts read/write).
• Gmail for both confirmation and reminder email steps.
• n8n nodes: if, code, wait, gmail, hubspot, plus sticky note.
• Reminder timing is adjustable in the code step (e.g., REMINDER_HOURS_BEFORE, TIMEZONE, LOCALE).