Automate New Customer Onboarding with HubSpot, Google Calendar, and AI-Powered Gmail

This n8n workflow streamlines the onboarding process for new customers by automating personalized email communication, calendar scheduling, and contact assignment in HubSpot. It is perfect for businesses looking to ensure a smooth and personalized onboarding experience for new clients.

🧑‍💼 Who is this for?

• Customer success teams who need to onboard new clients efficiently.
• Sales teams who want to ensure smooth transitions from prospect to customer.
• Small businesses that want to automate customer onboarding without complex systems.

🧩 What problem is this workflow solving?

This workflow reduces the manual effort involved in onboarding new customers by:

• Automatically sending personalized welcome emails.
• Scheduling a welcome meeting using a calendar tool.
• Assigning the customer to a Customer Success Manager (CSM) in HubSpot.

⚙️ What this workflow does

1. Trigger via Webhook or HubSpot:

   • The workflow can be triggered either by a webhook (direct API call) or a HubSpot trigger (e.g., when a new contact is created).

2. HubSpot Connection:

   • Retrieves the list of HubSpot owners (users with contact access).
   • Identifies the owner of the new contact.

3. Calendar Management:

   • Utilizes a Calendar Agent to schedule a welcome meeting with the new customer.
   • The Calendar Agent can create, update, or delete events as needed.

4. Personalized Email Creation:

   • Uses an AI-powered Email Writer (OpenAI) to generate a personalized welcome email.
   • Transforms the email text into HTML for a polished format.

5. Email Sending via Gmail:

   • Sends the personalized email to the customer using Gmail.
   • Sets the new contact’s owner in HubSpot for further communication tracking.

🛠️ Setup

1. Webhook Setup in n8n:

   • Create a new workflow and add a Webhook node.
   • Set the Webhook URL path (e.g., /webhook-customer-onboarding).
   • Make sure the workflow is active.

2. Webhook Setup in HubSpot:

   • Go to HubSpot Developer Account.
   • Navigate to Settings > Integrations > Webhooks.
   • Create a new webhook and set the URL as the n8n Webhook URL.
   • Choose POST as the request method.
   • Test the webhook to ensure it triggers the workflow in n8n.

3. Calendar Agent Configuration:

   • The Calendar Agent can be configured to create, update, or delete events.
   • Connect it to your calendar tool (Google Calendar, Outlook, etc.).
   • Customize the calendar event details (title, description, time).

4. Email Writer Setup:

   • Customize the AI prompt in the Email Writer node to match your brand’s voice.
   • Adjust the email text format for your specific needs.

5. Gmail Integration:

   • Connect your Gmail account in n8n.
   • Set the recipient email to the new customer’s email address.

✏️ How to customize this workflow to your needs

• Modify the AI-Powered Email:

  • Adjust the email prompt for the AI model to create a different welcome message.
  • Change the email format or add custom variables (e.g., customer name, service details).

• Customize Calendar Settings:

  • Set default time slots for welcome meetings.
  • Specify which calendar to use for scheduling.

• Add Additional Steps:

  • Extend the workflow to automatically assign the customer to a specific HubSpot list.
  • Add a follow-up email or survey after the welcome meeting.

This workflow is perfect for businesses seeking an efficient and personalized onboarding process, ensuring new customers feel welcomed and supported from day one.