Send meeting confirmations and reminders from Google Calendar with HubSpot and Gmail

Quick Overview

This workflow watches for newly created timed events in Google Calendar, upserts the external guest as a contact in HubSpot, sends a confirmation email via Gmail, then waits until 24 hours before the meeting to re-check the event status in Google Calendar and send a reminder.

How it works

1. Triggers every minute when a new event is created in the selected Google Calendar.
2. Extracts the external guest, meeting title, start time, and a join link (Google Meet, conferencing add-on, or URL in the location) and calculates the reminder send time.
3. Creates or updates the guest as a contact in HubSpot using the attendee email, first name, and last name.
4. Sends a confirmation email to the guest via Gmail with the meeting time and join link.
5. If the reminder time is at least 30 minutes in the future, waits until the calculated reminder timestamp.
6. Fetches the event from Google Calendar again and, if it is still confirmed, sends a reminder email via Gmail with the join link.

Setup

1. Add Google Calendar credentials and set the correct calendar ID in the trigger and the event lookup step (defaults to primary).
2. Add a HubSpot private app token credential with contacts read/write permissions for the contact upsert step.
3. Add a Gmail credential for both email steps and replace YOUR_COMPANY_NAME in the email bodies.
4. Update the reminder timing and formatting values in the code step (for example REMINDER_HOURS_BEFORE, TIMEZONE, LOCALE, and an optional fallback meeting link).