Turn new HubSpot contacts into warm welcomes with one flow. The system sends a personal email, books a welcome call, and assigns the right owner. Ideal for sales handoff and customer success onboarding.

New contacts from HubSpot start the process. It looks up your HubSpot owners, finds the matching sender, and pulls full contact details. An AI writer creates a tailored message and proposes a meeting time with a calendar agent. The text is converted to HTML and sent through Gmail. The owner field in HubSpot is updated to keep records clean. A second path exposes a webhook and an internal trigger to run a calendar agent that can create, update, get, and delete events in Google Calendar.

Set your sender email once and use the same address in HubSpot and Google Calendar. Most teams see onboarding emails drop from 30 minutes to 3 minutes per contact and faster first calls. Use it for new customer welcome, trial activation, and post demo follow up. Clear setup steps and built in nodes make it simple to maintain and scale.

• HubSpot Trigger listens for new or updated contacts and starts the run.
• HTTP Request pulls the list of HubSpot owners and Split Out plus Filter selects the current owner.
• Contact details are fetched to enrich the email content and personalization.
• AI chat model writes a personalized welcome message and suggests meeting times.
• Calendar agent controls Google Calendar to create update get and delete events.
• Markdown to HTML conversion formats the email before sending.
• Gmail node sends the message from your account with the correct sender address.
• Owner field in HubSpot is updated to keep the record assigned to the right person.
• Webhook endpoint lets external systems trigger the calendar agent with a simple query.
• When Executed by Another Workflow enables reuse of the calendar agent across n8n.

• Reduce manual onboarding emails from 30 minutes to 3 minutes
• Automate owner assignment for new HubSpot contacts
• Schedule welcome calls without back and forth using free slots
• Connect HubSpot Gmail Google Calendar and OpenAI in one flow
• Scale to handle 10 times more new contacts with the same team
• Improve message consistency with AI and structured output

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You'll need accounts with HubSpot, Gmail, Google Calendar and OpenAI. See the Tools Required section above for links to create accounts with these services.
3. Open the HubSpot Trigger node. In the Credential to connect with dropdown click Create new credential and follow the on screen steps to connect your HubSpot developer app or account. Choose contact creation events and ensure the webhook is active in HubSpot.
4. Double click Get list of owners Get all info about the contact and Set owner to contact. Attach your HubSpot credential to each so they use the same connection.
5. Open the Gmail Send the message node. In the credential dropdown click Create new credential and connect your Gmail account with OAuth. Use the same email you plan to use as the sender.
6. Open each Google Calendar node and create a new Google Calendar credential. Grant calendar permissions. Pick the calendar that matches your sender email.
7. Open the OpenAI nodes and create an OpenAI credential. Paste your API key from the OpenAI account page and save.
8. Edit the Enter your company data here node. Set sender_email to the exact Gmail address you use in HubSpot. Fill any company fields used by the email prompt.
9. If needed set calendar defaults in the Calendar nodes so the agent selects the right calendar. Keep the calendar tied to the sender email for clean invites.
10. Activate the workflow. In HubSpot create a test contact. Confirm the email arrives from Gmail and that the HubSpot contact owner is set.
11. Test the calendar agent by sending a POST to the Webhook URL with a JSON body like { "query": "Schedule a 30 minute welcome call next week with test@example.com" }. Check that a new event appears in Google Calendar.
12. Troubleshoot common issues: if no email is sent check Gmail OAuth and the sender_email match. If the trigger does not fire verify the HubSpot webhook is active. If AI steps fail check your OpenAI key and usage limits. If calendar actions fail confirm the Google Calendar account has permission to create events.