HubSpot Onboarding Tracker

Monitors all active deals in your HubSpot onboarding pipeline and alerts you when customers fall behind their milestone targets. Runs daily at 9 AM and sends a Slack message to the CSM channel plus a nudge email directly to the customer.

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Prerequisites

• n8n instance (self-hosted or n8n Cloud)
• HubSpot account with a dedicated onboarding pipeline
• Slack workspace with bot token
• SMTP email account (Gmail, SendGrid, etc.)
• n8n HubSpot credential — setup guide
• n8n Slack credential — setup guide
• n8n SMTP credential — setup guide

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Setup Steps

1. Import the workflow

In n8n, go to Workflows → Import from File and select workflow.json.

2. Find your HubSpot pipeline ID

1. Go to HubSpot → Settings → CRM → Deals → Pipelines

2. Click your onboarding pipeline

3. The URL will contain pipelineId=XXXXXXX — copy that value

4. In the "Search HubSpot Deals" node, replace YOUR_ONBOARDING_PIPELINE_ID with this value

3. Configure HubSpot credentials

• Open the "Search HubSpot Deals" node
• Create a new HubSpot credential using a Private App token
• Required HubSpot scopes: crm.objects.deals.read

4. Map your deal stage names

Open the "Check Milestone Progress" Code node and update STAGE_FIELD_MAP:

• The keys must match your HubSpot stage internal names (not display labels)
• Find stage IDs in HubSpot → Settings → Deals → Pipelines → click a stage

Default mapping assumes these stage names:

• Kickoff Scheduled → target: 3 days
• Technical Setup → target: 7 days
• Integration Complete → target: 14 days
• Training Done → target: 21 days
• Go-Live → target: 30 days

5. Customize milestone day targets

In the "Check Milestone Progress" Code node, edit the MILESTONE_TARGETS object:

const MILESTONE_TARGETS = {
  'Kickoff Scheduled':    3,   // change these numbers
  'Technical Setup':      7,
  'Integration Complete': 14,
  'Training Done':        21,
  'Go-Live':              30
};

6. Set your HubSpot portal ID

In the Code node, replace YOUR_PORTAL_ID in the hsLink line with your HubSpot account ID (visible in any HubSpot URL, e.g., app.hubspot.com/contacts/12345678/).

7. Configure Slack

• In the "Alert CSM on Slack" node, change #cs-onboarding to your channel
• Configure the Slack credential with your bot token

8. Configure SMTP email

• In the "Send Nudge Email" node:

- Set fromEmail to your CS team email (e.g., cs@yourcompany.com)

- Configure the SMTP credential

- The toEmail is pulled automatically from the deal's contact_email property

9. Customize the nudge email text

In the Code node, edit the nudgeMessages object to match your onboarding steps and link to your actual calendar/training links.

10. Activate the workflow

Toggle the workflow to Active. It runs Monday–Friday at 9:00 AM.

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Troubleshooting

HubSpot returning no deals

• Verify your pipeline ID is correct (check the URL in HubSpot Settings)
• Make sure deals exist in non-closed stages — the filter excludes closedwon and closedlost

hs_date_entered_* fields always null

• These fields are only populated if you have HubSpot Sales Hub (Starter or above)
• If missing, the workflow falls back to hs_lastmodifieddate
• Alternatively, use a date custom property you set manually when a deal enters a stage

Email not sending

• Gmail users: enable 2FA and create an App Password at myaccount.google.com/apppasswords — use that as your SMTP password
• Port 587 with STARTTLS works for most providers
• Test your SMTP credential separately before activating

contact_email is empty

• HubSpot deal objects don't always carry contact email by default
• Add an HTTP Request node before the email node to call /crm/v3/objects/deals/{id}/associations/contacts and fetch the contact's email from the associated contact record