How to Send HubSpot Task Reminders to Slack with N8n

Workflows > New > Add Node > Schedule Trigger

Create New N8n Workflow

Start with a fresh workflow and add a Schedule Trigger node. This will check for overdue tasks every 30 minutes instead of waiting for HubSpot webhooks that don't exist for task due dates.

1. 1Click 'Add first node' in the empty workflow canvas
2. 2Select 'Schedule Trigger' from the trigger list
3. 3Set the interval to 'Every 30 Minutes'
4. 4Click 'Execute Node' to test the trigger

Node > HubSpot > Tasks > Get All

Connect HubSpot Node

Add a HubSpot node to query tasks. You'll use the 'Get All' operation on the Tasks resource to pull active tasks with their due dates.

1. 1Click the + button after the Schedule Trigger
2. 2Search for 'HubSpot' and select it
3. 3Choose 'Tasks' as the resource
4. 4Select 'Get All' as the operation
5. 5Connect your HubSpot account using API key

Node > Function > Each Item

Filter for Due Tasks

Add a Function node to filter tasks that are overdue or due within 24 hours. HubSpot returns all tasks, so you need custom logic to identify which ones need reminders.

1. 1Add a Function node after HubSpot
2. 2Set the function to process 'Each Item Separately'
3. 3Paste the date comparison code in the function body
4. 4Test with sample data to verify filtering logic

Node > Function

Check Task Assignment

Add another Function node to extract the assigned user from each task. You'll need this to mention the right person in Slack and avoid sending reminders for unassigned tasks.

1. 1Add a second Function node
2. 2Access the hubspot_owner_id field from task data
3. 3Add logic to skip tasks with no assigned owner
4. 4Map owner ID to Slack user ID using a lookup object

Node > Set > Add Field

Format Slack Message

Use a Set node to structure the reminder message. Include task name, due date, contact/company context, and mention the assigned rep using their Slack user ID.

1. 1Add a Set node after the Function
2. 2Create a 'message' field with formatted text
3. 3Add task subject using {{ $json.subject }}
4. 4Include due date with {{ $json.hs_timestamp }}
5. 5Add Slack mention using <@{{ $json.slack_user_id }}>

Node > IF > Date & Time

Add Task Priority Logic

Create an IF node to handle overdue vs upcoming tasks differently. Overdue tasks get urgent formatting with red emoji, while upcoming tasks get yellow warning emoji.

1. 1Add an IF node after Set
2. 2Set condition to 'Date & Time'
3. 3Compare task due date to current time
4. 4Route overdue tasks to 'true' branch
5. 5Route upcoming tasks to 'false' branch

Node > Slack > Post Message

Configure Overdue Slack Node

Add a Slack node on the 'true' branch for urgent overdue reminders. These go to a dedicated channel with @here mentions to grab immediate attention.

1. 1Add Slack node to the true branch
2. 2Select 'Post Message' operation
3. 3Choose your #task-alerts channel
4. 4Set message text with 🚨 OVERDUE prefix
5. 5Enable 'Link Names' to activate @here mentions

Node > Slack > Post Message

Configure Upcoming Slack Node

Add a second Slack node on the 'false' branch for gentle upcoming reminders. These use softer language and go to the general sales channel without @here.

1. 1Add Slack node to the false branch
2. 2Select 'Post Message' operation
3. 3Choose your #sales channel
4. 4Set message text with ⚠️ DUE SOON prefix
5. 5Disable 'Link Names' for gentler notifications

Node > Set > Settings > On Error

Add Error Handling

Connect both Slack nodes to an error handler that logs failed notifications. This prevents the workflow from breaking when Slack is down or API limits are hit.

1. 1Add a Set node after both Slack nodes
2. 2Configure it to trigger 'On Error'
3. 3Set it to log the error details
4. 4Add the original task data to the error log

Workflow > Execute Workflow

Test Full Workflow

Execute the complete workflow with real data to verify task filtering, message formatting, and Slack delivery. Check both overdue and upcoming scenarios.

1. 1Click 'Execute Workflow' button
2. 2Verify HubSpot returns task data
3. 3Check that date filtering works correctly
4. 4Confirm Slack messages appear in correct channels
5. 5Test with both overdue and upcoming tasks

Workflow > Settings > Active

Activate Automation

Turn on the workflow to run automatically every 30 minutes. Set up monitoring to track execution history and catch any failures quickly.

1. 1Toggle the 'Active' switch in workflow settings
2. 2Set up email notifications for workflow failures
3. 3Check the execution history after first few runs
4. 4Monitor Slack channels for proper message delivery

Drop this into an n8n Code node.

// Filter for tasks due in next 24 hours or overdue
const now = new Date();
const tomorrow = new Date(now.getTime() + (24 * 60 * 60 * 1000));

// Filter for tasks due in next 24 hours or overdue
const now = new Date();
const tomorrow = new Date(now.getTime() + (24 * 60 * 60 * 1000));
const dueDate = new Date($json.hs_timestamp);

if (dueDate <= tomorrow && $json.hs_task_status !== 'COMPLETED') {
  return {
    ...($json),
    is_overdue: dueDate < now,
    urgency: dueDate < now ? 'high' : 'medium'
  };
}

return null; // Skip this task