# Automate new customer onboarding with HubSpot: n8n workflow

> Started by another system calling it, and works across Gmail, Google Calendar and HubSpot. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/automate-new-customer-onboarding-with-hubspot (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Scheduling](https://millionrounds.com/workflows?category=Scheduling#library)

# Automate new customer onboarding with HubSpot

Started by another system calling it, and works across Gmail, Google Calendar and HubSpot. It hands the judgement calls to OpenAI. 25 steps, 1 branch: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-new-customer-onboarding-with-hubspot)

**25 steps** Large: read it before trusting it with anything live

**1** Branch: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 3 Model 6 Logic 7 Service 9

The steps in the order they run, from what starts it.

- 1 **Webhook** Webhook *Starts it*
- 2 **Create Event with Attendee** Google Calendar Tool *Service*
- 3 **Create Event** Google Calendar Tool *Service*
- 4 **Get Events** Google Calendar Tool *Service*
- 5 **Delete Event** Google Calendar Tool *Service*
- 6 **Update Event** Google Calendar Tool *Service*
- 7 **When Executed by Another Workflow** Execute Workflow trigger *Starts it*
- 8 **OpenAI Chat Model2** Lm Chat Open Ai *Model*
- 9 **calendarAgent** Tool Workflow *Model*
- 10 **Structured Output Parser** Output Parser Structured *Model*
- 11 **HubSpot Trigger** Hubspot trigger *Starts it*
- 12 **OpenAI Model** Lm Chat Open Ai *Model*
- 13 **Enter your company data here** Set *Logic*
- 14 **Calendar Agent** Agent *Model*
- 15 **Write a personalized message** Agent *Model*
- 16 **Get list of owners** Http Request *Service*
- 17 **Success** Set *Logic*
- 18 **Try Again** Set *Logic*
- 19 **Transforms markdown to HTML** Markdown *Logic*
- 20 **Split Out owners** Split Out *Logic*
- 21 **Send the message** Gmail *Service*
- 22 **Get current owner** Filter *Logic*
- 23 **Set owner to contact** Hubspot *Service*
- 24 **If a contact is created** If *Logic*
- 25 **Get all info about the contact** Hubspot *Service*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 25, with 1 branch
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Calendar, HubSpot
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Calendar and HubSpot accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on another system calling it.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 25 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 25 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-new-customer-onboarding-with-hubspot)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Calendar](https://millionrounds.com/workflows?service=Google+Calendar#library)[HubSpot](https://millionrounds.com/workflows?service=HubSpot#library)

## Workflows like it

Also scheduling, with the same services where possible, closest in size first.

- [**AI token tracker for WhatsApp & Telegram – Save AI usage** 25 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/ai-token-tracker-for-whatsapp-and-telegram-save-ai-usage)
- [**AI-powered meeting research & daily agenda** 25 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-powered-meeting-research-and-daily-agenda)
- [**Automated customer onboarding with HubSpot and Gmail** 25 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automated-customer-onboarding-with-hubspot-and-gmail)
- [**AI chatbot call center: Taxi booking worker** 25 steps · Google Calendar, Postgres](https://millionrounds.com/workflow/ai-chatbot-call-center-taxi-booking-worker)
- [**Automate construction scheduling and procurement in Google Sheets** 25 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/automate-construction-scheduling-and-procurement-in-google-s)
- [**Automated client onboarding system with Notion** 25 steps · Airtable, Email](https://millionrounds.com/workflow/automated-client-onboarding-system-with-notion)