Can I add conditions to only send sequences to certain types of contacts?

Yes, add a filter module after the HubSpot trigger that checks company size, industry, or other properties. Only contacts matching your criteria will continue through the email sequence.

What happens if someone unsubscribes from the Gmail sequence?

Gmail doesn't automatically handle unsubscribes like dedicated email platforms. You'll need to manually check bounces and unsubscribe requests, then add those emails to a suppression filter in your scenario.

Can I track if recipients open or click the emails sent through this automation?

Gmail through Make doesn't provide open or click tracking. For email analytics, consider using the sequence to create tasks in HubSpot for manual follow-up, or switch to a dedicated email platform integration.

How do I prevent the sequence from sending to contacts who already received it?

Add a HubSpot search module at the start that checks for a custom property like 'SQL_sequence_sent'. Set this property to true after the sequence completes, then filter out contacts who already have this flag.

What if HubSpot sends multiple lifecycle stage changes for the same contact?

Add a data store module that tracks processed contact IDs with timestamps. Before sending emails, check if the contact was processed in the last 24 hours and skip if found to prevent duplicate sequences.

Beginner~12 min setupCRM & EmailVerified April 2026

How to Send HubSpot Lifecycle Email Sequences via Gmail with Make

Trigger personalized Gmail email sequences automatically when HubSpot contact lifecycle stages change to Sales Qualified Lead.

Steps and UI details are based on platform versions at time of writing — check each platform for the latest interface.

ℹ

HubSpot Gmail extension exists as a native integration, but it requires manual setup per user and doesn't create contacts automatically. This guide uses an automation platform for full control. View native option →

Make

Also on:Zapier N8n

Best for

Sales teams that need immediate email follow-up when leads hit SQL status in HubSpot.

Not ideal for

Teams needing complex email analytics or advanced conditional branching based on engagement data.

Sync type

real-time

Use case type

notification

Real-World Example

💡

A 12-person B2B SaaS sales team uses this to start a 3-email sequence within minutes of marketing qualifying a lead in HubSpot. Before automation, SDRs manually checked for new SQLs 2-3 times daily and the first touchpoint often came 4-6 hours after qualification. Now the first email arrives within 3 minutes, improving response rates by 40%.

What Will This Cost?

Drag the slider to your expected monthly volume.

Monthly workflow runs

/mo

505005K50K

Each platform counts differently — Zapier: 1 task per trigger. Make: 1 operation per module per record. n8n: 1 execution per run.

$30/mo if billed monthly

Pipedream

$29/mo

Basic plan

Prices shown for annual billing. Based on published pricing as of April 2026.

Estimated ROI

1000

min saved/mo

$583

labor value/mo

Free

no platform cost

Based on ~2 min manual effort per operation at $35/hr fully loaded labor cost.

Implementation

Skip the setup

Import this workflow directly into Make

Copy the pre-built Make blueprint and paste it straight into Make. All modules, filters, and field mappings are already configured — you just need to connect your accounts.

Before You Start

Make sure you have everything ready.

HubSpot account with contacts and lifecycle stage property configured

Gmail account dedicated for sending sales emails (not your personal account)

Make account with sufficient operation quota for your expected volume

Pre-written email sequence content ready for the automation

Test contacts in HubSpot with valid email addresses for testing

Field Mapping

Map these fields between your apps.

Field	API Name	Description
Required
Contact Email	`email`	Primary email address for sending the sequence emails
First Name	`firstname`	Contact's first name for email personalization
Lifecycle Stage	`lifecyclestage`	Trigger field - must equal 'salesqualifiedlead' to fire

3 optional fields▸ show

Last Name	`lastname`	Contact's last name for formal email signatures
Company Name	`company`	Associated company for business context in emails
Job Title	`jobtitle`	Contact's role for tailoring email messaging

Step-by-Step Setup

Dashboard > Create scenario

Create New Make Scenario

Set up the foundation scenario in Make. This creates the container for your HubSpot-to-Gmail automation workflow.

1Log into Make and click 'Create a new scenario'
2Click the large '+' button in the center of the canvas
3Search for 'HubSpot' in the app list
4Select HubSpot from the results

✓ What you should see: You should see a blank scenario canvas with a HubSpot module placeholder in the center.

Scenario > HubSpot Module > Trigger Selection

Configure HubSpot Contact Property Trigger

Set up the trigger to fire when a contact's lifecycle stage changes. This watches for the specific property update that indicates a new SQL.

1Click on the HubSpot module to open the configuration panel
2Select 'Watch Contact Property Changes' from the trigger list
3Choose your HubSpot connection or create a new one
4In the 'Property' dropdown, select 'Lifecycle Stage'
5Set 'New Value' to 'Sales Qualified Lead'

✓ What you should see: The module should show 'HubSpot - Watch Contact Property Changes' with a green connection indicator.

⚠

Common mistake — Don't use 'Watch Contacts' - that triggers on ANY contact change and will fire constantly for unrelated updates.

HubSpot fields

firstname

lastname

company

hs_lead_status

available as variables:

1.props.firstname

1.props.lastname

1.props.email

1.props.company

1.props.hs_lead_status

Scenario > Add Module > HubSpot > Get Contact

Add Contact Details Retrieval

Fetch the full contact record to access email, name, and other fields needed for personalization. The property change trigger only provides basic data.

1Click the '+' button to the right of the HubSpot trigger
2Search and select HubSpot again
3Choose 'Get a Contact' from the action list
4Map 'Contact ID' to the ID from the trigger module
5Enable 'Include all properties' toggle

✓ What you should see: A second HubSpot module appears connected to the first, showing 'Get a Contact' configuration.

Scenario > Add Module > Gmail > Send Email

Add Gmail Connection

Connect your Gmail account to Make. This establishes the authentication needed to send emails through your Gmail account.

1Click the '+' button after the Get Contact module
2Search for 'Gmail' and select it
3Choose 'Send an Email' from the action list
4Click 'Create a connection' and authenticate with your Gmail account
5Grant the requested permissions in the popup

✓ What you should see: Gmail module appears with a green connection badge showing your Gmail address.

⚠

Common mistake — Use a dedicated sending Gmail account, not your personal one - Make's connection permissions are broad.

Gmail Module > Recipient Configuration

Configure Email Recipients

Map the contact's email address from HubSpot to the Gmail recipient field. This ensures emails go to the newly qualified lead.

1In the Gmail module, click the 'To' field
2Select the email field from the HubSpot Get Contact module
3Leave 'CC' and 'BCC' fields empty unless needed
4Set 'Subject' to your sequence's first email subject line

✓ What you should see: The 'To' field should show a mapped value like 'Get Contact: Email' with a data pill icon.

⚠

Common mistake — Always test with your own email first - typos in the mapping will send emails to wrong addresses.

Gmail Module > Content Field

Create Personalized Email Content

Build the email body using HubSpot contact data for personalization. This creates the actual sequence content with merge fields.

1Click in the 'Content' field of the Gmail module
2Write your email template with placeholder text
3Click where you want to insert contact name
4Select 'First Name' from the HubSpot Get Contact data
5Add company name, title, or other relevant fields as needed

✓ What you should see: The content field shows your email text with blue data pills for personalized fields like {{firstName}}.

Scenario > Add Module > Tools > Sleep

Add Email Sequence Delay

Insert a delay module to space out sequence emails. This prevents all emails from sending immediately and creates a proper drip campaign.

1Click the '+' after the Gmail module
2Search for 'Sleep' in the tools section
3Select the Sleep module
4Set delay to 86400 seconds (24 hours) or your preferred interval
5Add a label like 'Day 1 Delay' for clarity

✓ What you should see: A Sleep module appears showing your delay time, connected between the first email and next steps.

⚠

Common mistake — Sleep modules consume operations even while waiting - factor this into your Make plan calculations.

Gmail Module > Right-click > Clone

Add Follow-up Email Modules

Clone the Gmail module for subsequent sequence emails. This creates the multi-email drip campaign with different content for each touchpoint.

1Right-click the original Gmail module and select 'Clone'
2Drag the cloned module after the Sleep module
3Connect it to the Sleep module output
4Update the subject line and content for email #2
5Repeat for additional sequence emails as needed

✓ What you should see: Multiple Gmail modules appear in sequence, each connected through Sleep modules with different email content.

⚠

Common mistake — Each Gmail send counts as 1 operation - a 5-email sequence uses 5 operations per contact plus delays.

Module Settings > Error Handling

Configure Error Handling

Set up proper error handling to manage bounced emails and API failures. This prevents the entire scenario from breaking when individual emails fail.

1Click on each Gmail module's settings gear icon
2Set 'Error handling' to 'Break' not 'Ignore'
3Enable 'Store incomplete executions'
4Add a filter after the trigger to check for valid email addresses
5Set the filter condition to 'Email contains @'

✓ What you should see: Each module shows error handling configured, and a filter module appears checking for valid email format.

Scenario > Run Once

Test with Sample Data

Run a test execution to verify the workflow functions correctly. This validates all mappings and connections before going live.

1Click 'Run once' at the bottom of the scenario
2Manually trigger by changing a test contact's lifecycle stage in HubSpot
3Watch the execution flow through each module
4Check your email for the test message
5Verify all personalization fields populated correctly

✓ What you should see: The execution shows green checkmarks on all modules, and you receive the test email with correct personalization.

⚠

Common mistake — Use a real HubSpot contact for testing, not Make's sample data - field formats can differ and cause mapping issues.

Make

▶ Run once

executed

✓

HubSpot

✓

Gmail

🔔 notification

received

Scenario > Activation Toggle

Activate Scenario

Turn on the scenario to begin monitoring for lifecycle stage changes. This puts the automation into production mode.

1Click the 'ON/OFF' toggle in the bottom left
2Confirm activation in the popup dialog
3Set the scenario schedule to 'Immediately' for real-time processing
4Add a meaningful name like 'SQL Email Sequence'
5Click 'Save' to store all settings

✓ What you should see: The scenario shows 'ON' status with a green indicator, and begins monitoring HubSpot for lifecycle changes.

⚠

Common mistake — Start with a 15-minute schedule instead of 'Immediately' if you expect high volume - gives you time to catch issues.

Drop this into a Make custom function.

JavaScript — Custom Function{{if(get(2; "jobtitle"; "") != ""; "As a " + get(2; "jobtitle"); "Given your role")}} at {{get(2; "company"; "your company")}}, you might be interested in...

▸ Show code

{{if(get(2; "jobtitle"; "") != ""; "As a " + get(2; "jobtitle"); "Given your role")}} at {{get(2; "company"; "your company")}}, you might be interested in...

... expand to see full code

{{if(get(2; "jobtitle"; "") != ""; "As a " + get(2; "jobtitle"); "Given your role")}} at {{get(2; "company"; "your company")}}, you might be interested in...

Scaling Beyond 200+ SQL conversions per month+ Records

If your volume exceeds 200+ SQL conversions per month records, apply these adjustments.

Split sequences into separate scenarios

Instead of one long sequence, create separate scenarios for each email triggered by delays. This prevents timeout issues and allows better error handling.

Add rate limiting delays

Insert 1-2 second delays between HubSpot API calls to avoid rate limit errors when processing bulk lifecycle changes from imports or mass updates.

Use Google Workspace for sending

Gmail personal accounts limit to 500 sends per day. Google Workspace increases this to 2,000 per day and provides better deliverability for business emails.

Going live

Production Checklist

Before you turn this on for real, confirm each item.

Test with 5+ real HubSpot contacts to verify email delivery and personalization

Applies when: Always

Set up a dedicated Gmail sending account with appropriate daily limits

Applies when: Always

Add email format validation filter before Gmail modules to prevent send errors

Applies when: Always

Configure error handling to 'Break' and enable incomplete execution storage

Applies when: Always

Add operation count monitoring if processing 50+ SQLs per month

Applies when: High volume

Implement deduplication logic to prevent double-sending on webhook duplicates

Applies when: High volume

Troubleshooting

Common errors and how to fix them.

Frequently Asked Questions

Common questions about this workflow.

Analysis

VerdictWhy Make for this workflow

Use Make for this if you need real-time triggers when lifecycle stages change and want visual control over multi-step email sequences. Make's HubSpot integration fires within 2-3 minutes of property changes, much faster than Zapier's 15-minute polling. The scenario editor makes it easy to add delays, conditions, and multiple email steps. Skip Make if you need advanced email analytics or complex conditional logic - Zapier's HubSpot integration has better reporting features.

Cost

This workflow consumes 6-8 operations per triggered contact: 1 for the property change trigger, 1 to get full contact details, plus 1 operation per email sent in your sequence. At 100 SQL conversions per month with a 3-email sequence, that's 500 operations monthly. That fits Make's free tier of 1,000 operations. Zapier would require their $20/month plan for the same volume since their free tier caps at 100 tasks. Make wins on cost until you hit 2,000+ operations monthly.

Tradeoffs

Zapier handles HubSpot rate limiting better - their integration automatically retries and queues requests when you hit API limits. N8n offers more advanced email templating with their HTML email node and can store email performance data in databases. But Make's visual workflow builder makes it easier to modify email content and sequence timing without touching code. The sleep modules give you precise control over send intervals that Zapier's delay feature can't match.

You'll hit HubSpot's API rate limit of 10 requests per second if you process bulk lifecycle changes - add a 1-second delay between operations for high volume. Gmail's sending limits kick in at 500 emails per day, so you'll need Google Workspace for higher volumes. Make's sleep modules consume operations even while waiting, so a 5-day sequence with 4 delays costs 5 operations per contact, not just 1. Plan your operation usage accordingly.

Ideas for what to build next

→
Add sequence completion tracking — Create a follow-up scenario that marks contacts with a HubSpot property when they complete the email sequence for reporting and segmentation.
→
Build engagement-based branching — Set up additional scenarios that trigger different follow-ups based on email opens, clicks, or replies using Gmail's webhook capabilities.
→
Create sales team notifications — Add a Slack or Teams notification when the email sequence completes so sales reps know when to make their first call attempt.