n8n Workflow: Reconcile Google Calendar Demo Attendees with HubSpot

Reconcile Google Calendar demo attendees with HubSpot—catch handoff gaps before meetings

This n8n workflow automatically reconciles attendees from a dedicated Google Calendar “demo” schedule against exact, active contacts and owners in HubSpot, queues exceptions in Google Sheets, and sends a single Slack digest for review—so your sales ops team fixes demo handoff issues before they become missed follow-ups.

What this workflow does

• Runs each weekday morning and scans your dedicated demo calendar.
• Filters out irrelevant bookings by excluding canceled events, declined attendees, internal domains, and bookings still within the grace period.
• Loads HubSpot active owners using bounded pagination; if responses are incomplete, the report stops instead of implying readiness.
• Matches attendees to HubSpot contacts by exact primary email in paced requests, distinguishing no match from ambiguous matches.
• Validates ownership: checks whether the matched contact has an assigned owner and whether that owner is present in the active owner directory—without guessing alternate emails.
• Updates a Google Sheets review queue using a stable event-and-attendee key, recording status, evidence, and a recommended action.
• Sends one bounded Slack exception digest (with calendar + queue links) after the sheet succeeds; healthy checks are recorded without alerts.

Use cases

• Prevent demos from falling through when attendee records aren’t present in HubSpot or ownership isn’t assigned.
• Detect owner mismatches (inactive/missing owners) after sales territory or routing changes.
• Maintain a daily, auditable review queue in Google Sheets for sales operations triage.

Technical details

• n8n nodes: set, code, http request, slack, sticky note, google sheets.
• Integrations: Google Calendar (OAuth2), HubSpot (App Token with crm.objects.contacts.read and crm.objects.owners.read), Google Sheets (OAuth2), Slack (chat:write).
• Required setup: create a dedicated demo calendar and a Google Sheets tab with headers: review_key, event_id, event.