n8n Gmail Trigger: Route Calendly Bookings to HubSpot

Route new Calendly bookings from Gmail straight into HubSpot—automatically

This n8n workflow watches your Gmail inbox for Calendly “New Event” notifications, extracts the booking details, and then upserts the prospect into HubSpot. For business emails it can also enrich the company (via Google Sheets cache or OpenAI + SerpAPI), score ICP fit, and send a formatted meeting briefing by Gmail.

What this workflow does

• Runs every minute when Gmail receives a Calendly “New Event” notification from the configured sender.
• Parses the email (subject/snippet) to extract prospect name, email, meeting title/start time, and the booking event ID.
• Manual review routing: if parsing is incomplete, it triggers a manual-review alert.
• HubSpot upsert: creates/updates the HubSpot contact by email, and (when booking notes are present) creates an associated HubSpot note.
• Personal vs business domains:
  • For personal/free email providers, it logs the booking to Google Sheets and sends a Gmail alert that enrichment/scoring were skipped.
  • For business domains, it processes bookings sequentially.
• Company enrichment + caching:
  • Checks a Google Sheets enrichment cache for the company domain.
  • If missing, waits briefly and uses an OpenAI-based AI Agent with SerpAPI to research and store enrichment back in Google Sheets.
• ICP scoring + briefing: calculates an ICP score from enriched fields, updates the HubSpot contact, and emails a meeting briefing to the configured recipient via Gmail.

Use cases

• SaaS operators who want Calendly leads routed to HubSpot without manual copying.
• Sales teams needing an auto-generated meeting briefing (with enrichment + ICP score) per booking.
• Automation engineers standardizing lead intake from email-based Calendly notifications.

Technical details

• Gmail Trigger (polls every minute) for Calendly “New Event” notifications.
• Nodes/logic: if, set, code, wait, gmail, sticky note.
• HubSpot: contact upsert by email + optional note creation.
• Google Sheets: enrichment cache and logging for personal-domain bookings.
• OpenAI + SerpAPI: AI-driven company research when cache misses.

Setup tip: configure Gmail OAuth2 credentials and set the Calendly notification sender.