How to Trigger Gmail Email Sequences from HubSpot with N8n

Workflows > New workflow

Create New N8n Workflow

Start a fresh workflow in N8n to handle the HubSpot trigger and Gmail sequence. The trigger will check for lifecycle stage changes every 5 minutes by default.

1. 1Click 'New workflow' from your N8n dashboard
2. 2Name it 'HubSpot SQL to Gmail Sequence'
3. 3Click the gray '+' node to add your first step

Node Library > HubSpot > HubSpot Trigger

Add HubSpot Trigger Node

Configure N8n to poll HubSpot for contacts whose lifecycle stage changed to 'salesqualifiedlead'. This uses HubSpot's contacts API with a property filter.

1. 1Search for 'HubSpot' in the node selector
2. 2Select 'HubSpot Trigger' (not regular HubSpot)
3. 3Choose 'Contact Updated' as the event type
4. 4Set 'Property Name' to 'lifecyclestage'

HubSpot Node > Parameters > Credentials

Connect HubSpot Credentials

Authenticate N8n with your HubSpot account using a private app token. This gives read access to contacts and their properties.

1. 1Click 'Create New' under Credentials
2. 2Select 'Private App Token' authentication method
3. 3Paste your HubSpot private app token
4. 4Click 'Save' then 'Test connection'

Core Nodes > Flow > IF

Filter for SQL Stage Only

Add a filter node to catch only contacts moving TO Sales Qualified Lead status. Without this, you'll trigger on every lifecycle change including backwards movement.

1. 1Click the '+' after your HubSpot node
2. 2Add an 'IF' node from Core Nodes
3. 3Set Condition to 'String' equals 'salesqualifiedlead'
4. 4Map the Value field to {{$json.properties.lifecyclestage}}

Communication > Gmail

Add Gmail Node for Sequence

Connect Gmail to send the first email in your sequence. N8n will compose and send individual emails rather than using Gmail's native sequences.

1. 1Connect a Gmail node to the 'true' output of your IF statement
2. 2Select 'Send Email' as the operation
3. 3Set up OAuth2 credentials for your Gmail account
4. 4Click 'Sign in with Google' and authorize N8n

Gmail Node > Parameters

Configure Email Content

Set up the email template using HubSpot contact data. Map contact properties like first name and company to personalize each message.

1. 1Set 'To' field to {{$node.HubSpot Trigger.json.properties.email}}
2. 2Add subject line with contact name: 'Next steps, {{$node.HubSpot Trigger.json.properties.firstname}}'
3. 3Write email body with HubSpot property placeholders
4. 4Enable 'HTML' if using formatted content

Core Nodes > Flow > Wait

Add Delay for Sequence Timing

Insert a Wait node between emails to create sequence timing. This prevents all emails from sending immediately and spaces them appropriately.

1. 1Add a 'Wait' node after your Gmail node
2. 2Set wait type to 'Amount of Time'
3. 3Configure delay (e.g., '3 days' for next email)
4. 4Choose 'Resume Workflow' to continue the sequence

Communication > Gmail

Add Second Email in Sequence

Create the follow-up email with different messaging. Reference the previous email and provide additional value or next steps.

1. 1Connect another Gmail node after the Wait
2. 2Use the same credentials as the first email
3. 3Write follow-up subject and body content
4. 4Reference HubSpot data for continued personalization

Workflow Controls > Execute Workflow

Test with Sample Data

Run the workflow with test data to verify email sending and timing. N8n provides sample HubSpot data for testing without triggering on real contacts.

1. 1Click 'Execute Workflow' button at bottom
2. 2Select 'Use test data' for HubSpot trigger
3. 3Modify test contact to have 'salesqualifiedlead' status
4. 4Watch each node execute and check Gmail for test email

Workflow Header > Active Toggle

Activate Live Workflow

Turn on the workflow to start monitoring HubSpot for real lifecycle changes. N8n will check every 5 minutes for new Sales Qualified Leads.

1. 1Click the toggle switch at top right to 'Active'
2. 2Verify the workflow shows 'Active' status
3. 3Check 'Executions' tab to monitor real triggers
4. 4Update a test contact in HubSpot to SQL stage

Drop this into an n8n Code node.

// Add this JavaScript code node before Gmail to prevent duplicate sends
const processedContacts = $('Set').all()[0]?.json?.processed_ids || [];
const contactId = $json.id;

// Add this JavaScript code node before Gmail to prevent duplicate sends
const processedContacts = $('Set').all()[0]?.json?.processed_ids || [];
const contactId = $json.id;

if (processedContacts.includes(contactId)) {
  return null; // Skip this contact
}

processedContacts.push(contactId);
return [{...}json, processed_ids: processedContacts];