How to Auto-Create HubSpot Tasks from Gmail Meeting Requests with N8n

Workflow > + > Gmail > Gmail Trigger

Install Gmail Node

Add the Gmail trigger node to monitor your inbox for new messages. This will be the starting point for detecting meeting requests.

1. 1Click the + button to add a new node
2. 2Search for 'Gmail' in the node list
3. 3Select 'Gmail Trigger' from the available options
4. 4Drag the node onto your workflow canvas

Gmail Node > Credentials > Gmail OAuth2 API

Connect Gmail Account

Authenticate your Gmail account to allow N8n to read incoming emails. You'll need OAuth2 credentials from Google Cloud Console.

1. 1Click the Gmail Trigger node to open settings
2. 2Click 'Create New Credential' next to Gmail OAuth2 API
3. 3Enter your Google Client ID and Client Secret
4. 4Click 'Connect my account' and complete OAuth flow
5. 5Select 'On new email' as the trigger event

Gmail Trigger > Node Parameters

Configure Email Filter

Set up the Gmail trigger to only fire on relevant emails by filtering for your sales inbox or specific labels.

1. 1In Gmail Trigger settings, set 'Label Names' to your sales label
2. 2Set 'Format' to 'Full' to get complete email content
3. 3Enable 'Include Spam and Trash' to false
4. 4Set polling interval to 1 minute for faster detection

Workflow > + > Function

Add Text Analysis Node

Insert a function node to scan email content for meeting request phrases. This JavaScript code will return true/false for meeting detection.

1. 1Click + to add a new node after Gmail
2. 2Search for and select 'Function' node
3. 3Connect the Gmail node output to Function node input
4. 4Open the Function node settings panel

Function Node > JavaScript Code

Write Meeting Detection Code

Add JavaScript logic to identify meeting request phrases in email subject and body text. The function returns meeting intent and extracts key details.

1. 1Paste the meeting detection function into the code editor
2. 2Set the function to analyze both subject and body content
3. 3Configure it to extract sender details and email timestamp
4. 4Test with sample meeting request language

Drop this into an n8n Code node.

// Enhanced meeting detection with urgency scoring
const emailContent = $node["Gmail Trigger"].json.snippet.toLowerCase();
const subject = $node["Gmail Trigger"].json.subject.toLowerCase();

// Enhanced meeting detection with urgency scoring
const emailContent = $node["Gmail Trigger"].json.snippet.toLowerCase();
const subject = $node["Gmail Trigger"].json.subject.toLowerCase();

const meetingPhrases = ['schedule a call', 'book a meeting', 'hop on a call', 'quick chat', 'discuss further', 'set up time'];
const urgentPhrases = ['asap', 'urgent', 'this week', 'soon as possible', 'priority'];

const hasMeetingRequest = meetingPhrases.some(phrase => emailContent.includes(phrase) || subject.includes(phrase));
const isUrgent = urgentPhrases.some(phrase => emailContent.includes(phrase) || subject.includes(phrase));

return {
  meeting_detected: hasMeetingRequest,
  priority: isUrgent ? 'HIGH' : 'MEDIUM',
  task_type: subject.includes('demo') ? 'MEETING' : 'CALL'
};

Workflow > + > IF

Add Email Filtering Logic

Insert an IF node to only proceed when meeting request phrases are detected. This prevents creating tasks for every email.

1. 1Add an IF node after the Function node
2. 2Set condition to 'Boolean' and check if meeting_detected equals true
3. 3Connect Function node output to IF node input
4. 4Configure the 'true' branch to continue workflow

Workflow > + > HubSpot > Task > Create

Connect HubSpot Account

Add HubSpot node and authenticate with your CRM. You'll need a private app token or OAuth credentials to create tasks.

1. 1Click + on the IF node's true branch
2. 2Search for and select 'HubSpot' node
3. 3Choose 'Task' as the resource type
4. 4Select 'Create' as the operation
5. 5Click 'Create New Credential' for HubSpot API

HubSpot Node > Credentials > Private App Token

Configure HubSpot Credentials

Enter your HubSpot API key or app token to authorize task creation. Private app tokens are more reliable for automation.

1. 1Select 'Private App Token' as credential type
2. 2Paste your HubSpot private app token
3. 3Click 'Test' to verify connection
4. 4Save the credential with a descriptive name

HubSpot Node > Task Properties

Map Task Fields

Configure the HubSpot task with data from the email. Map sender info, email content, and meeting request details to task properties.

1. 1Set 'Subject' to reference the email subject from Gmail data
2. 2Map 'Body' to include meeting request details and email snippet
3. 3Set 'Type' to 'CALL' or 'MEETING' task type
4. 4Configure 'Due Date' to 24 hours from email received time
5. 5Map 'Associated Contact' using email address lookup

Workflow > + > HubSpot > Contact > Get All

Add Contact Lookup

Insert a HubSpot contact search before task creation to find the assigned sales rep. This ensures tasks go to the right person.

1. 1Add another HubSpot node between IF and task creation
2. 2Set resource to 'Contact' and operation to 'Get All'
3. 3Filter by email address from the Gmail sender
4. 4Map the contact owner ID for task assignment

Workflow > Execute Workflow

Test Workflow

Execute the workflow with a sample email containing meeting request language. Verify task creation in HubSpot with correct assignment.

1. 1Click 'Execute Workflow' button in top toolbar
2. 2Send yourself a test email with 'schedule a call' phrase
3. 3Watch workflow execution in real-time panel
4. 4Check HubSpot for created task with proper details
5. 5Verify task assignment to correct sales rep

Workflow > Settings > Active

Activate Automation

Enable the workflow to run automatically on new emails. Set up error notifications to catch failures in production.

1. 1Click the 'Inactive' toggle to activate workflow
2. 2Configure error handling to send alerts on failures
3. 3Set workflow name to 'Meeting Request Task Creation'
4. 4Add workflow to a folder for organization