How to Create HubSpot Tasks for Meeting Requests from Gmail with Zapier

Dashboard > Make a Zap > Gmail

Connect Gmail as Trigger

Set up Gmail to monitor incoming emails and trigger when new messages arrive. This watches all emails for meeting request phrases.

1. 1Click 'Make a Zap' from your Zapier dashboard
2. 2Search for 'Gmail' in the app selector
3. 3Select 'New Email' as the trigger event
4. 4Click 'Continue' to proceed to authentication

Gmail > Authentication

Authenticate Gmail Account

Connect your Gmail account to give Zapier permission to read incoming emails. Use the account that receives meeting requests.

1. 1Click 'Sign in to Gmail' button
2. 2Select your Google account from the list
3. 3Grant Zapier permission to read your Gmail
4. 4Click 'Yes, Continue to Gmail' when prompted

Gmail Trigger > Filter Setup

Configure Email Filter

Set up filters to only trigger on emails containing meeting-related phrases. This prevents the Zap from firing on every single email.

1. 1In the 'Label/Mailbox' dropdown, select 'INBOX'
2. 2Leave 'From' and 'To' fields blank for now
3. 3In 'Subject' field, leave blank to check all subjects
4. 4Click 'Continue' to proceed to testing

Gmail Trigger > Test

Test Gmail Trigger

Pull in a recent email to verify the connection works. Zapier will grab the most recent inbox message for testing.

1. 1Click 'Test trigger' button
2. 2Wait for Zapier to fetch recent emails
3. 3Select an email from the list that appears
4. 4Click 'Continue with selected record'

Zap Builder > + > Filter

Add Filter Step for Meeting Detection

Insert a filter to only continue the Zap when emails contain meeting request phrases. This step analyzes the email body text.

1. 1Click the '+' button between Gmail and the next step
2. 2Select 'Filter' from the options
3. 3Choose 'Only continue if...' condition
4. 4Set up the text matching logic

Filter > Conditions

Configure Meeting Phrase Detection

Set up text matching to detect common meeting request phrases in email body content. This catches variations like 'schedule a call' and 'set up time to chat'.

1. 1In first dropdown, select 'Body Plain' from Gmail data
2. 2Change condition to 'Text Contains'
3. 3In the value field, enter: schedule a call
4. 4Click '+' to add another condition with 'OR' logic
5. 5Add conditions for: 'set up a meeting', 'book some time', 'hop on a call'

Zap Builder > + > HubSpot > Create Task

Connect HubSpot Action

Add HubSpot as the action app to create tasks when meeting phrases are detected. This will create follow-up reminders for your sales team.

1. 1Click the '+' button after the filter
2. 2Search for and select 'HubSpot'
3. 3Choose 'Create Task' as the action event
4. 4Click 'Continue' to proceed

HubSpot > Authentication

Authenticate HubSpot

Connect your HubSpot account to allow task creation. Use an account with task creation permissions for your sales team.

1. 1Click 'Sign in to HubSpot'
2. 2Select your HubSpot account from the list
3. 3Grant Zapier the requested permissions
4. 4Confirm the connection is successful

HubSpot Action > Task Setup

Map Task Fields

Configure the task details using data from the Gmail message. This creates contextual tasks with email sender info and meeting request content.

1. 1Set 'Task Title' to: Meeting Request from [Gmail: From Name]
2. 2In 'Task Body', insert the Gmail: Body Plain field
3. 3Set 'Task Type' to 'Call' from the dropdown
4. 4Set 'Priority' to 'High' since these are active prospects
5. 5Leave 'Due Date' blank for immediate tasks

HubSpot Action > Assignment

Assign Task Owner

Set which sales rep gets the task by mapping to HubSpot user records. This ensures meeting requests reach the right person.

1. 1In 'Assigned To' dropdown, click the search icon
2. 2Select 'Custom' to map dynamically
3. 3Choose a HubSpot user from your team list
4. 4Alternatively, leave blank to assign to contact owner

HubSpot Action > Test

Test HubSpot Integration

Run a test to verify the task gets created in HubSpot with correct data mapping. This confirms the integration works end-to-end.

1. 1Click 'Test step' button
2. 2Wait for Zapier to create a test task
3. 3Check that all fields populated correctly
4. 4Verify the task appears in your HubSpot tasks view

Zap Builder > Publish

Activate and Monitor

Turn on the Zap and set up monitoring to track performance. This starts the automation and gives you visibility into how often it triggers.

1. 1Click 'Publish Zap' in the top right
2. 2Give your Zap a descriptive name like 'Gmail Meeting Requests → HubSpot Tasks'
3. 3Turn on email notifications for errors
4. 4Check the Zap history after 24 hours

Drop this into a Zapier Code step.

{{gmail_body_plain | truncate: 500}}...
Original email: {{gmail_permalink}}
Sender: {{gmail_from_name}} <{{gmail_from_email}}>

{{gmail_body_plain | truncate: 500}}...

Original email: {{gmail_permalink}}
Sender: {{gmail_from_name}} <{{gmail_from_email}}>
Received: {{gmail_date}}