n8n Gmail Trigger: Route Calendly to HubSpot + AI Enrichment

Route Calendly bookings straight into HubSpot—then enrich, score, and email a meeting briefing

This n8n workflow watches your Gmail for new Calendly “New Event” notifications, creates or updates the matching contact in HubSpot, optionally logs booking notes, enriches the prospect’s company domain using OpenAI + SerpApi (cached in Google Sheets), scores ICP fit, and sends a formatted meeting briefing by Gmail.

What this workflow does

• Gmail trigger (every minute): Runs on a schedule to detect newly arrived Calendly “New Event” notification emails in your Gmail inbox.
• Extracts booking details: Parses the email subject and snippet to pull invitee name, email, meeting details, and company domain—then routes incomplete or invalid bookings to a manual review path.
• HubSpot upsert: Creates or updates the prospect as a HubSpot contact using the invitee email, storing booking identifiers and the meeting start time (e.g., booking_event_id, meeting_star).
• Optional notes capture: If booking notes exist in the email, creates a HubSpot note associated with the contact.
• AI company enrichment + cache: If a business domain is present, it checks prior enrichment in a Google Sheets cache; otherwise it researches with OpenAI plus SerpApi, normalizes details, and writes them back to the cache.
• ICP scoring + briefing email: Calculates an ICP score and updates the HubSpot contact with scoring reasons, then emails a formatted meeting briefing via Gmail including enrichment and score context.

Use cases

• SaaS teams routing inbound Calendly meetings to HubSpot with minimal manual CRM work.
• Sales ops enriching target accounts and prioritizing leads using ICP-fit scoring.
• Support/BDR workflows that need accurate company context and a ready-to-read meeting summary.

Technical details

• Trigger: n8n Gmail (runs every minute for new Calendly “New Event” emails).
• Logic & control: if, set, code, wait.
• Notes & documentation: sticky note.
• CRM: HubSpot via a HubSpot private app token.
• Enrichment: OpenAI + SerpApi, cached in Google Sheets.
• Outbound: Gmail meeting-briefing email to a configured recipient.