This article provides a complete, practical walkthrough of the Schedule Gmail Send Scheduled n8n agent. It connects Hubspottrigger across approximately 1 node(s). Expect a Intermediate setup in 15-45 minutes. One‑time purchase: €29.

What This Agent Does

This agent orchestrates a reliable automation between Hubspottrigger, handling triggers, data enrichment, and delivery with guardrails for errors and rate limits.

It streamlines multi‑step processes that would otherwise require manual exports, spreadsheet cleanup, and repeated API requests. By centralizing logic in n8n, it reduces context switching, lowers error rates, and ensures consistent results across teams.

Typical outcomes include faster lead handoffs, automated notifications, accurate data synchronization, and better visibility via execution logs and optional Slack/Email alerts.

How It Works

The workflow uses standard n8n building blocks like Webhook or Schedule triggers, HTTP Request for API calls, and control nodes (IF, Merge, Set) to validate inputs, branch on conditions, and format outputs. Retries and timeouts improve resilience, while credentials keep secrets safe.

Third‑Party Integrations

• Hubspottrigger

Import and Use in n8n

1. Open n8n and create a new workflow or collection.
2. Choose Import from File or Paste JSON.
3. Paste the JSON below, then click Import.
4. Show n8n JSON

   Title:  
   Automating Outreach: How to Send Cold Emails to New HubSpot Contacts with n8n
   
   Meta Description:  
   Learn how to automate your cold email outreach using n8n, Gmail, and HubSpot. This article walks through an efficient no-code workflow that sends emails and records engagement in your CRM — all triggered daily.
   
   Keywords:  
   n8n automation, cold email workflow, HubSpot integration, Gmail automation, no-code CRM automation, email outreach, automated lead generation, n8n Gmail HubSpot, CRM engagement tracking, sales automation
   
   Third-party APIs Used:
   
   1. HubSpot API – for fetching contact records and recording engagements.
   2. Gmail API – for sending personalized outreach emails.
   
   Article:
   
   In sales and marketing, timing is everything — especially when it comes to reaching new leads. But manually identifying untouched contacts in your CRM and sending tailored emails is not only inefficient — it’s unsustainable as your business scales.
   
   That’s where no-code automation tools like n8n come in.
   
   In this article, we’ll walk through an n8n workflow designed to simplify and automate cold outreach via Gmail for new or uncontacted HubSpot contacts. The workflow runs daily, fetches all leads without a recorded contact date, sends a personalized email to each, and records the engagement directly in your CRM.
   
   Let’s break down how it works.
   
   ⏰ Step 1: Trigger the Workflow Daily at 9 AM
   
   The automation is started using the "Schedule Trigger" node in n8n. It’s configured to run every day at 9 AM, ensuring your outreach is sent on a consistent schedule. This is ideal for businesses wanting to get in front of inboxes at the beginning of the workday.
   
   n8n Node Used:
   - Schedule Trigger
   
   🔍 Step 2: Retrieve Uncontacted Contacts from HubSpot
   
   Once the workflow is triggered, it connects to your HubSpot CRM using OAuth2 authentication and pulls all contact records that don’t have a “last contacted” timestamp — essentially identifying new leads or those who haven’t received any engagement yet.
   
   The node filters contacts where the property notes_last_contacted|datetime is missing, ensuring the outreach is strictly to fresh or neglected leads.
   
   n8n Node Used:
   - HubSpot Node (Search Operation)
   
   Note: The OAuth2 integration with HubSpot requires proper scopes as documented in the n8n official docs.
   
   🧩 Step 3: Set Email Parameters
   
   Before sending the email, the workflow uses a "Set" node to package the required data from each contact:
   
   - Contact’s email
   - First name (for personalization)
   - A crafted HTML body with a conversational message
   - The email subject line
   
   Example email template:
   
   Hey {{ firstName }},
   
   I'm with n8n, and we work with organizations like yours to empower you to automate away boring and difficult tasks with ease.
   
   Can you point me towards the right person on your team to chat with about this?
   
   Cheers,  
   Mutasem
   
   n8n Node Used:
   - Set Node
   
   📨 Step 4: Send Email Outreach via Gmail
   
   With all variables set, the workflow moves ahead to dispatch the email via Gmail. It uses the "Gmail" node integrated with the Gmail API to send each email using your authenticated account. The email maintains personalization and is sent from “Mutasem from n8n,” giving it a human feel rather than a marketing blast.
   
   n8n Node Used:
   - Gmail Node
   
   📩 Step 5: Record the Engagement in HubSpot
   
   To close the loop, each outreach email is logged as an "engagement" in HubSpot. This ensures the CRM now has a “last contacted date,” preventing future duplicative outreach.
   
   The engagement includes:
   - Email metadata (subject, HTML content)
   - Sender and receiver details
   - Associated contact ID
   
   By adding this engagement, you update the contact’s profile in HubSpot and maintain a clean segmentation between contacted and untouched leads.
   
   n8n Node Used:
   - HubSpot Node (Create Engagement Operation)
   
   💡 Workflow Highlights
   
   - Fully automated daily outreach
   - Personalized cold emails
   - Accurate CRM tracking without data duplication
   - Easy to customize subject line and email body
   
   📘 Final Thoughts
   
   This workflow is a robust example of how no-code tools like n8n can drastically simplify your sales or marketing outreach. By integrating HubSpot and Gmail, you can stay proactive in your communications, maintain clean CRM hygiene, and ensure no lead slips through the cracks.
   
   Whether you’re looking to scale your outreach efforts or simply streamline your process, consider deploying this workflow or adapting it to fit your organization’s tone, timing, or targeting.
   
   By automating repetitive tasks, your team is free to focus on what matters most — meaningful conversations and building relationships.
   
   If you're not already using n8n, now’s the perfect time to get started.
   
   —
   
   Need help setting up OAuth2 with HubSpot? n8n’s official docs provide all you need to configure your credentials:  
   https://docs.n8n.io/integrations/builtin/trigger-nodes/n8n-nodes-base.hubspottrigger/
   
   Happy automating!

5. Set credentials for each API node (keys, OAuth) in Credentials.
6. Run a test via Execute Workflow. Inspect Run Data, then adjust parameters.
7. Enable the workflow to run on schedule, webhook, or triggers as configured.

Tips: keep secrets in credentials, add retries and timeouts on HTTP nodes, implement error notifications, and paginate large API fetches.

Validation: use IF/Code nodes to sanitize inputs and guard against empty payloads.

Why Automate This with AI Agents

AI‑assisted automations offload repetitive, error‑prone tasks to a predictable workflow. Instead of manual copy‑paste and ad‑hoc scripts, your team gets a governed pipeline with versioned state, auditability, and observable runs.

n8n’s node graph makes data flow transparent while AI‑powered enrichment (classification, extraction, summarization) boosts throughput and consistency. Teams reclaim time, reduce operational costs, and standardize best practices without sacrificing flexibility.

Compared to one‑off integrations, an AI agent is easier to extend: swap APIs, add filters, or bolt on notifications without rewriting everything. You get reliability, control, and a faster path from idea to production.

Best Practices

• Credentials: restrict scopes and rotate tokens regularly.
• Resilience: configure retries, timeouts, and backoff for API nodes.
• Data Quality: validate inputs; normalize fields early to reduce downstream branching.
• Performance: batch records and paginate for large datasets.
• Observability: add failure alerts (Email/Slack) and persistent logs for auditing.
• Security: avoid sensitive data in logs; use environment variables and n8n credentials.

FAQs

Can I swap integrations later? Yes. Replace or add nodes and re‑map fields without rebuilding the whole flow.

How do I monitor failures? Use Execution logs and add notifications on the Error Trigger path.

Does it scale? Use queues, batching, and sub‑workflows to split responsibilities and control load.

Is my data safe? Keep secrets in Credentials, restrict token scopes, and review access logs.