HubSpot Lead Tracking System with Automated Notifications (Gmail & Slack)

This n8n workflow provides a robust lead tracking system for HubSpot, enhancing your sales and marketing efforts by automating notifications for new leads. It integrates with Google Sheets to monitor new entries, filters them based on a defined criteria, and then sends tailored notifications via Gmail and Slack.

What it does

This workflow automates the following steps:

1. Monitors Google Sheets for New Leads: It acts as a trigger, listening for new rows added to a specified Google Sheet, which are assumed to be new lead entries.
2. Filters Leads: It applies a conditional logic to filter leads based on a specific criterion (e.g., lead score, source, or any other relevant data point available in the Google Sheet).
3. Adds Leads to HubSpot: For leads that meet the specified criteria, the workflow automatically creates or updates a contact in HubSpot.
4. Sends Internal Notifications (Slack): A notification is posted to a designated Slack channel, informing your team about the new qualified lead.
5. Sends Email Notifications (Gmail): An email notification is sent via Gmail, potentially to the sales team or the lead owner, providing details about the new lead.
6. Optional Delay: Includes a "Wait" node, which can be configured to introduce a delay between actions, useful for rate limiting or staggering notifications.
7. Handles Unqualified Leads: Leads that do not meet the filtering criteria are routed through a "No Operation" node, indicating they are not processed further in this specific branch of the workflow.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Account: A running n8n instance (cloud or self-hosted).
• Google Sheets Account: A Google Sheet set up with your lead data.
• HubSpot Account: Configured with the necessary contact properties.
• Slack Account: A Slack workspace and a channel for notifications.
• Gmail Account: For sending email notifications.
• Credentials: You will need to configure credentials for Google Sheets, HubSpot, Slack, and Gmail within your n8n instance.

Setup/Usage

1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
2. Configure Google Sheets Trigger:
   • Select your Google Sheets credential.
   • Specify the Spreadsheet ID and Sheet Name you want to monitor for new leads.
   • Choose "New Row" as the trigger event.
3. Configure the "If" Node:
   • Define the conditions for filtering your leads. This is where you set the criteria for what constitutes a "qualified" lead (e.g., {{ $json.leadScore > 50 }}).
4. Configure HubSpot Node:
   • Select your HubSpot credential.
   • Set the operation to "Create or Update Contact".
   • Map the data from the Google Sheet to the corresponding HubSpot contact properties (e.g., email, first name, last name, company).
5. Configure Slack Node:
   • Select your Slack credential.
   • Specify the Channel where notifications should be sent.
   • Customize the Text of the message to include relevant lead details (e.g., New Qualified Lead: {{ $json.firstName }} {{ $json.lastName }} from {{ $json.company }} - Email: {{ $json.email }}).
6. Configure Gmail Node:
   • Select your Gmail credential.
   • Set the To address for the email (e.g., your sales team's email).
   • Customize the Subject and Body of the email with lead information.
7. Configure "Wait" Node (Optional): Adjust the delay duration if you need to introduce a pause.
8. Activate the Workflow: Once all nodes are configured and credentials are set, activate the workflow to start monitoring for new leads.