Sync Open House Leads to HubSpot CRM
Automatically capture and sync every open house visitor from SignSnapHome.com directly into HubSpot with intelligent lead scoring, automated follow-up emails, and comprehensive contact enrichment.
Full Blog Writeup and Setup Video
Overview
This n8n workflow connects SignSnapHome (open house sign-in app) directly to HubSpot CRM. Every visitor who signs in at your open house is automatically created or updated as a contact in HubSpot, scored as HOT/WARM/COLD lead, and sent a personalized thank you email.
Full Setup Tutorial: https://youtu.be/5GrrojIXr40
Perfect for: Real estate agents, brokerages, property managers, and home builders using SignSnap Home for open house sign-ins.
Key Features
Intelligent Lead Scoring (0-100 points)
- Base score: 50 points
- No real estate agent: +30 points
- High rating (4-5): +20 points
- Low rating (1-2): -20 points
- No buyer agreement: +10 points
- Final status: HOT (70+), WARM (50-69), COLD (0-39), OPEN (40-49)
Automated Email Follow-Up
- Immediate personalized thank you email
- Conditional messaging based on agent status
- Different content for leads without agents (offers home buying assistance)
- Always includes invitation to ask questions
Smart Contact Management
- UPSERT functionality (updates existing or creates new - no duplicates)
- Sets lifecycle stage to "Lead"
- Tags source as "Open House" with SignSnap attribution
- Comprehensive notes with visit details and scoring
Flexible Custom Field Support
- Automatically detects ANY custom fields from your form
- No workflow modification needed for new fields
- Formats field names nicely (snake_case → Title Case)
Workflow Structure
Nodes:
- Webhook: SignSnap Home - Receives POST data
- Parse SignSnap Data - Processes and scores leads
- Has Email? - Validates required field
- Create/Update HubSpot Contact - Upserts contact
- Send Thank You Email - Automated follow-up
- Log Missing Email - Error handling
Flow:
SignSnap → Parse & Score → Email Check → HubSpot + Email
└→ Log Error
Setup Instructions
Prerequisites
- SignSnap Home account
- HubSpot account (free or paid)
- SMTP email service (Gmail, SendGrid, etc.)
- n8n instance (self-hosted or cloud)
Configuration Steps
-
Configure HubSpot Credentials
- Add HubSpot OAuth2 credential in n8n
- Follow OAuth flow to connect
-
Configure Email Credentials
- Add SMTP credential in n8n
- Test connection
-
Update Email Settings
- Open "Send Thank You Email" node
- Change
fromEmail
to your address
- Customize footer if desired
-
Activate & Connect
- Activate workflow in n8n
- Copy webhook URL
- Go to SignSnapHome.com → Settings → Automations
- Paste webhook URL
- Enable "Send on each submission"
Optional: Custom HubSpot Properties
Create these properties in HubSpot (Settings → Properties) for enhanced tracking:
last_open_house_property
(Text) - Property address visited
last_open_house_date
(Date) - Visit timestamp
has_real_estate_agent
(Dropdown) - Yes/No/Not specified
property_interest_rating
(Number) - 1-5 scale
lead_score
(Number) - Calculated score
lead_status
(Dropdown) - HOT/WARM/COLD/OPEN
Note: Workflow functions without these - they enhance reporting only.
What Gets Synced
To HubSpot:
- Email, first name, last name, phone
- Lifecycle stage: "Lead"
- Lead source: "Open House"
- Visit details in notes (property, date, agent status, rating)
- Lead score and status
- All custom form fields
Email Sent:
- Personalized greeting with first name
- Thank you for visiting [property]
- Conditional offer to help (if no agent)
- Invitation to ask questions
- Professional signature
Lead Scoring Logic
Factor |
Points |
Reasoning |
Base |
50 |
Starting point |
No Agent |
+30 |
Available, not represented |
Rating 4-5 |
+20 |
High interest |
Rating 1-2 |
-20 |
Low interest |
No Buyer Agreement |
+10 |
Not contractually bound |
Email Personalization
Without Agent:
Hi [Name]! Thank you for visiting [Property] today. Our team would love to help you on your home buying journey! We specialize in this area and can provide exclusive listings and personalized service. If you have any questions...
With Agent:
Hi [Name]! Thank you for visiting [Property] today. If you have any questions about this property or would like to schedule another viewing, please don't hesitate to reply...
Error Handling
No Email Provided:
- Cannot create HubSpot contact (email required)
- Lead logged to error output
- Can connect to Google Sheets or alert system
- Recommendation: Make email required in SignSnap
Customization Ideas
- Auto-assign to agent - Match property to territory
- Create deals - Automatic deal creation for HOT leads
- Add to lists - Property-specific list segmentation
- Trigger workflows - HubSpot nurture sequences
- SMS follow-up - Add Twilio for text messages
- Photo upload - Attach guest photos to contacts
Troubleshooting
"Invalid email" - Check SignSnap email validation
"Property doesn't exist" - Create custom property or remove from config
"Authentication failed" - Reconnect HubSpot OAuth2
"No contacts appearing" - Check execution history, verify email provided
"Email not sending" - Verify SMTP credentials and FROM address
Analytics & Reporting
Create these HubSpot reports:
- Open house conversion funnel
- Property performance by address
- Lead quality distribution (HOT/WARM/COLD)
- Agent performance metrics
- Source ROI analysis
Use Cases
- Solo agents: Instant lead capture and follow-up
- Real estate teams: Centralized lead database
- Brokerages: Multi-agent, multi-property tracking
- Property managers: Attendance monitoring
- Home builders: Model home visitor capture
Technical Details
Endpoint: /signsnap-hubspot
Method: POST
Content-Type: application/json
Processing Time: <2 seconds
Error Rate: <1% (typically missing email only)
Why Use This Workflow
- Zero manual data entry
- Instant lead scoring and prioritization
- Automated multi-channel follow-up
- No transcription errors
- Scales to unlimited open houses
- Works for solo agents or large teams
Tags
real-estate
crm
hubspot
lead-management
open-house
signsnap
automation
contact-sync
email-automation
lead-scoring
Difficulty: Intermediate
Nodes: 6
Services: SignSnap Home, HubSpot, SMTP
Setup Time: ~15 minutes