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Smart CSM assignment & AI welcome emails for HubSpot deal wins with Gmail

PollupAIPollupAI
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2/3/2026
AirtableExportAutomationAPIPolling
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Who's it for

This template is for Customer Success and Sales teams who use HubSpot. It automates the critical handoff from sales to success, ensuring every new customer gets a fast, personalized welcome. It's perfect for anyone looking to standardize their onboarding process, save time on manual tasks, and improve the new customer experience using AI.

What it does

This workflow triggers when a deal's "Is closed won" property is set to True in HubSpot. It assigns a Customer Success Manager (CSM) by querying an n8n Data Table to find the 'least busy' CSM (based on a deal count) and fetches the deal's details to find all associated contacts.

It then loops to identify the "Champion" contact by checking their "Buying Role" (hs_buying_role). An AI agent (in the AI: Write Welcome Email node) generates a personalized welcome email, which is converted to HTML and sent via Gmail. Finally, the workflow updates the Champion's contact record in HubSpot and updates the CSM's deal count in the Data Table to keep the logic in sync.

How to set up

  1. Create and Populate Data Table: This template requires an n8n Data Table to manage CSM assignments.
    • Create a Data Table named csm_assignments.
    • Add two columns: csm_id (String) and deal_count (Number).
    • Add one row for each CSM with their HubSpot Owner ID and a starting deal_count of 0.
  2. Link Data Table Nodes: Open the Get CSM List and Increment CSM Deal Count nodes and select the csm_assignments table you just created from the Table dropdown.
  3. Configure Variables: In the Configure Template Variables node, you must set your sender info (company_name, sender_name, and sender_email).
  4. Customize AI Prompt: In the AI: Write Welcome Email node, update the placeholder [Link to Your Video] and [Link to Your Help Doc] links with your own URLs.
  5. Check HubSpot Property: This workflow assumes you use the "Buying Role" (hs_buying_role) contact property to identify your "Champion". If you use a different property, you must update the HubSpot: Get Contact Details and If Role is 'Champion' nodes.

Requirements

  • Access to n8n Data Tables.
  • HubSpot (Developer API): A credential for the Trigger: Deal Is 'Closed Won' node.
  • HubSpot (OAuth2): A credential for all other HubSpot nodes (Get Deal Details, Get Contact Details, Assign Contact Owner).
  • AI Credentials: (e.g., OpenAI) Credentials for the AI Model node (the node connected to AI: Write Welcome Email).
  • Email Credentials: (e.g., Gmail) Credentials for the Gmail: Send Welcome Email node.

How to customize the workflow

You can easily customize this workflow to send different emails based on deal properties. Add an If node after the HubSpot: Get Deal Details node to check for the deal's value, product line, or region.

Based on these properties, you can route the flow to different AI: Write Welcome Email nodes with unique prompts. For example, you could check the contact's 'industry' or 'company size' to send them links to different, more relevant 'Getting Started' videos and documentation.

HubSpot Deal Win to AI-Powered Welcome Email with Gmail

This n8n workflow automates the process of sending personalized welcome emails to new customers in HubSpot after a deal is won, leveraging AI to craft tailored messages. It ensures that every new customer receives a warm, relevant welcome without manual intervention.

What it does

This workflow streamlines the post-deal-win customer onboarding by:

  1. Triggering on HubSpot Deal Wins: Listens for "Deal Stage Changed" events in HubSpot, specifically when a deal moves to the "Closed Won" stage.
  2. Filtering for Relevant Deals: Ensures the workflow only proceeds for deals that have transitioned to the "Closed Won" stage.
  3. Extracting Deal Information: Gathers essential details from the won deal, such as company name, contact person, and deal value.
  4. Preparing Data for AI: Formats the extracted deal information into a structured input suitable for an AI agent.
  5. Generating Welcome Email Content with AI: Utilizes an AI agent (powered by OpenAI) to dynamically generate a personalized welcome email draft based on the deal details.
  6. Parsing AI Output: Extracts the structured email content (subject, body, recipient) from the AI agent's response.
  7. Sending Personalized Welcome Email: Dispatches the AI-generated welcome email via Gmail to the relevant contact person.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Account: A running instance of n8n.
  • HubSpot Account: With appropriate API access to monitor deal changes.
  • HubSpot Credential: Configured in n8n to connect to your HubSpot account.
  • Gmail Account: To send the welcome emails.
  • Gmail Credential: Configured in n8n to connect to your Gmail account.
  • OpenAI API Key: For the AI Agent to generate email content. This will be configured within the "OpenAI Chat Model" node's credential.

Setup/Usage

  1. Import the workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • HubSpot Trigger: Select or create a HubSpot OAuth2 credential.
    • OpenAI Chat Model: Select or create an OpenAI API Key credential.
    • Gmail: Select or create a Gmail OAuth2 credential.
  3. Activate the workflow: Once all credentials are set up, activate the workflow. It will now automatically listen for HubSpot deal stage changes.
  4. Test the workflow: Change a deal's stage to "Closed Won" in HubSpot to see the workflow in action and receive a test welcome email.

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