n8n Workflow: Qualify Calendly Leads to HubSpot + Gmail Briefing

Automatically qualify Calendly leads from Gmail and brief the meeting owner—directly into HubSpot

This n8n workflow watches for new Calendly booking notifications in Gmail, extracts the prospect and meeting details, upserts the contact into HubSpot, enriches and scores the lead when possible, and emails a polished meeting briefing to the meeting owner.

What this workflow does

• Monitors Gmail every minute for new messages matching “New Event” from notifications@calendly.com.
• Parses booking data from the email subject/snippet to extract the invitee name, email, event type, booking event ID, and meeting start time.
• Validates completeness of the extracted booking details; incomplete bookings are routed to a manual review path.
• Upserts the prospect in HubSpot using the email address and stores booking metadata on the contact.
• Creates an optional HubSpot note when booking notes are present, linking meeting context to the contact.
• Enriches and scores leads for business email domains by looking up company data from a mock domain dataset, calculating an ICP score, and updating the HubSpot contact.
• Sends a formatted meeting briefing via Gmail to the configured recipient, combining booking details, enrichment, and ICP scoring.

Use cases

• Sales and RevOps teams who want instant lead qualification after a Calendly booking.
• SaaS operators routing meetings to the right owner with a ready-to-review briefing.
• Automation engineers standardizing how Gmail → HubSpot contact creation and scoring happens from booking notifications.

Technical details

• Trigger: n8n schedules execution every minute; processes Gmail messages matching the Calendly notification pattern.
• Nodes used: if, set, code, gmail, sticky note, http request.
• Credentials required: Gmail OAuth2; HubSpot private app token.
• HubSpot: Contact upsert + optional note creation and ICP score update using required custom contact properties.

Get faster, cleaner follow-up from Calendly bookings—without leaving your n8n workflow marketplace setup.