Skip to main content
Best answer

How to set up automated emails for HubSpot contacts using Zapier


Hi all. 

I’m trying to work with Zapier Agent and Zaps to: 

  1. When I add a contact to a list on HubSpot
  2. Zapier emails the contact everything 3 months
  3. Until I remove them from the list.

I’ve tested a few things, and I got it to send a few emails with a delay, but it just stopped ‘looping’ after a few goes. 

 

Does anyone have any ideas on how I achieve this?

 

Thanks.

Gary 

Best answer by SamBBest answer by SamB

Hi there, ​@westwoodep 👋

Perhaps you could use this sort of workaround to set a delay that’s longer than a month:

Suggesting that as Google Calendar has the ability to allow you to create recurring events that you could set to recur every 3 months. So you could use that approach to trigger the behaviour when a new contact is added to the list, and create a recurring event in Google Calendar (you can use the contact’s email address as the event description). Then you’d set up another behavior that triggers when the event starts and sends the contact an email (taking the email from the event’s Description field).

Removing the recurring event might be a bit trickier as there isn’t a “Contact removed from list” trigger available for HubSpot. But maybe you could add a tag or update a certain property for the contact when removing them? If so, you could potentially have another behavior run when a contact is updated to “removed from list” for example then look up the next recurring event to get it’s Created date. Then find the original event using that Created date and set the Repeat Until date to be before the start time of the next event—this would remove the upcoming recurring events for that contact in the Google Calendar. 

Do you think that approach could work? Happy to lend a hand if you get stuck or have any questions, just let me know! 🙂

View original
Did this topic help you find an answer to your question?

7 replies

Forum|alt.badge.img+3

A screenshot or brief of your workflow setup would help guide you better.


  • Author
  • Beginner
  • 4 replies
  • January 30, 2025

Hi. Thank you for your response ​@pranayshinde

I haven't been able to get it working properly yet, so I don’t have a workflow setup to screenshot. I just want Zapier to send an email every 3 months until I remove the contact from the HubSpot list.

I tested this on Zapier Agents and the attached is the behavior/zaps that I tried. It actually sent 2 emails so did loop once, but then gave up for some reason, no definitive error was given either. 

Thanks. 


ken.a
Forum|alt.badge.img+6
  • Zapier Staff
  • 6285 replies
  • January 31, 2025

Hi ​@westwoodep,

Unfortunately, Zapier doesn’t support delaying an action longer than 1 month. You can learn more about that here: https://help.zapier.com/hc/en-us/articles/8496288754829-Add-delays-to-Zaps#h_01H9169CQWHB8KSPVCFSJ52EYZ

Hopefully, this helps.


  • Author
  • Beginner
  • 4 replies
  • February 1, 2025

Hi ​@ken.a 

 

Thank you for your reply - that’s really helpful.

 

How would you achieve what I’m looking to achieve (see previous posts)? Multiple Zaps? Something else? 

 

I really appreciate your support 😊


SamB
Community Manager
Forum|alt.badge.img+11
  • Community Manager
  • 7242 replies
  • Answer
  • February 4, 2025

Hi there, ​@westwoodep 👋

Perhaps you could use this sort of workaround to set a delay that’s longer than a month:

Suggesting that as Google Calendar has the ability to allow you to create recurring events that you could set to recur every 3 months. So you could use that approach to trigger the behaviour when a new contact is added to the list, and create a recurring event in Google Calendar (you can use the contact’s email address as the event description). Then you’d set up another behavior that triggers when the event starts and sends the contact an email (taking the email from the event’s Description field).

Removing the recurring event might be a bit trickier as there isn’t a “Contact removed from list” trigger available for HubSpot. But maybe you could add a tag or update a certain property for the contact when removing them? If so, you could potentially have another behavior run when a contact is updated to “removed from list” for example then look up the next recurring event to get it’s Created date. Then find the original event using that Created date and set the Repeat Until date to be before the start time of the next event—this would remove the upcoming recurring events for that contact in the Google Calendar. 

Do you think that approach could work? Happy to lend a hand if you get stuck or have any questions, just let me know! 🙂


  • Author
  • Beginner
  • 4 replies
  • February 5, 2025

Thanks ​@SamB - that is a really detailed and helpful response - I’ll give it a try! All the best, Gary 😊


SamB
Community Manager
Forum|alt.badge.img+11
  • Community Manager
  • 7242 replies
  • February 6, 2025

You’re very welcome, ​@westwoodep! 🤗 I’m so glad you found it helpful. Please do keep us posted on how you get on—want to make sure you’re all set!