Automate Hiring Lead Management with HubSpot, Lemlist & Slack

1. Opening Problem Statement

Meet Sarah, a sales manager at a fast-growing recruitment tech company. Every day, she and her team monitor dozens of companies actively hiring, but manually tracking which companies are open roles, updating CRM records, assigning follow-up tasks, and keeping sales and customer success teams informed is a nightmare. It wastes hours that could be spent closing deals, and the manual process causes errors like missed leads or outdated contacts.

Sarah’s current approach: copy-pasting hiring signals from a job intent data feed into spreadsheets, manually updating HubSpot CRM accounts and contacts, and sending Slack messages by hand. This slows down her team, delays outreach, and risks losing competitive advantage.

What if Sarah could automate this entire hiring lead management process, from capturing new job intent signals in real-time, enriching contact data, updating or creating CRM records, automating next-step tasks and sequences, and notifying the right teams seamlessly?

2. What This Automation Does

This automation workflow connects the Lonescale job intent webhook to multiple tools like Dropcontact for contact enrichment, HubSpot CRM for company and contact management, Lemlist for campaign lead insertion, and Slack for team notifications. The key outcomes include:

• Real-time lead capture: Receives new hiring signals instantly from Lonescale via webhook.
• Contact enrichment: Uses Dropcontact to find professional email and contact details based on job intent data.
• CRM synchronization: Searches HubSpot for existing company records or creates new ones with enriched data.
• Contact creation and updates: Creates or updates HubSpot contacts related to the hiring company.
• Automation of follow-up tasks and outreach: Creates HubSpot tasks for sales to follow up and adds leads to Lemlist campaigns.
• Team notifications: Sends Slack messages to sales and customer success teams based on lead status and deal stage.

Altogether, this workflow saves Sarah’s team hours per day by eliminating manual data entry, reduces errors, and speeds up engagement with active hiring companies.

3. Prerequisites ⚙️

• n8n account (cloud or self-hosted) 🔌
• HubSpot account with API access configured for Sales & Customer Success CRM 🔑
• Lonescale subscription or access to job intent webhook feed
• Dropcontact API account for contact enrichment 🔑
• Lemlist account with API access for email campaign lead adds
• Slack workspace with incoming webhook or OAuth2 app for notifications 💬

Optional: For better reliability and control, consider self-hosting your n8n instance. You can explore hosting options at https://buldrr.com/hostinger.

4. Step-by-Step Guide to Build This Workflow

Step 1: Set up the Webhook to Receive Job Intent Signals
Navigate to Triggers & Webhooks > Webhook node in n8n.
Set the path to fe426a62-eee5-4fed-bc74-45d4ac09b338-lonescale, method POST.
This webhook listens for HTTP POST events from your Lonescale job intent source.
After saving, copy the webhook URL and configure Lonescale to send job intent data here.
Try a test POST with sample payload to see the webhook fires correctly.

Step 2: Add Dropcontact Node for Contact Enrichment
Add the Dropcontact node and connect it to the webhook.
Configure the node with your Dropcontact API credentials.
Map fields from webhook data such as people_first_name, people_last_name, people_company_name, and people_company_domain to Dropcontact’s parameters.
The node will enrich and validate the contact’s email and other info.
Test to verify emails are found and returned in the output.

Step 3: Search for Existing Company in HubSpot
Add a HubSpot node (Search Company operation by domain).
Use the company domain from Lonescale data to search HubSpot.
Ensure OAuth2 credentials for HubSpot Sales and CS are connected.
This step looks for an existing company record matching the hiring company.
It also fetches important properties like hs_lead_status, numberofemployees, and linkedin_company_page.

Step 4: Check if the Company Exists in HubSpot
Add an If node checking if the companyId property is not empty.
If true, proceed to update the company.
If false, the company is new, so create it in the next step.

Step 5: Create or Update Company Record in HubSpot
For a new company, use the HubSpot Create Company node.
Pass fields such as company name, website URL, description, year founded, LinkedIn URL from Lonescale data.
For existing companies, update properties like description, number of employees, LinkedIn page.
Use HubSpot Update Company node for updates.
This keeps your CRM accurate and up-to-date with hiring signals.

Step 6: Search or Create Contact in HubSpot
Add a HubSpot Search Contact node using Dropcontact email.
If contact found, update with latest info like job title, LinkedIn URL, company name.
If not found, create the contact with HubSpot Create/Update Contact node.
Map properties carefully from Dropcontact and Lonescale enriched data.
This ensures your leads have the latest professional info.

Step 7: Check Lead Status and Sales Process Conditions
Use multiple If nodes to branch based on company lead status:
– NEW or OPEN: leads to email found and adding campaign steps.
– ATTEMPTED_TO_CONTACT: leads to HubSpot follow-up task creation.
– CUSTOMER: triggers Slack notification to Customer Success.
– OPEN_DEAL: triggers Slack notification to Sales team.
This dynamically guides next steps based on CRM status.

Step 8: Add Lead to Lemlist Campaign
Use Lemlist node to add enriched leads to specific campaigns.
Map email, first name, last name, company name, and LinkedIn URL from enriched data.
This automates outreach sequences triggered by hiring signals.
Test with your actual campaign ID from Lemlist dashboard.

Step 9: Create HubSpot Follow-Up Task
For leads in ATTEMPTED_TO_CONTACT status, create a HubSpot task node.
Task includes job role info, company name, job link, and context keywords.
Associates the task with the correct company and contact IDs.
This prompts sales representatives for timely follow-up.

Step 10: Notify Sales and Customer Success Teams via Slack
Use Slack nodes with OAuth2 apps.
Send messages to relevant channels with company name, role, and HubSpot record links.
Customize messages to highlight buying signals and deals.
Ensure OAuth2 tokens have chat:write scope.
Verify messages appear correctly when triggered.

5. Customizations ✏️

• Change Campaign for Lemlist Node: In the “Lemlist – Add lead to campaign” node, update the campaignId field to any active campaign ID matching your focus.
  This redirects leads to your preferred email nurture sequence.
• Add Additional HubSpot Properties: Include extra HubSpot contact or company fields in the update nodes by expanding the updateFields or additionalFields sections.
  For example, capture industry, lead source, or custom tags to better segment leads.
• Customize Slack Notification Channels: Change the channel parameter in Slack nodes to send notifications to different teams or private groups.
  This is useful if your sales and CS team structures change.
• Enhance Contact Enrichment: Add extra fields to Dropcontact parameters such as job titles or phone numbers to improve lead quality.
  This requires updating the parameter mapping in the Dropcontact node.
• Modify Lead Status Conditions: Adjust If node conditions checking hs_lead_status to include or exclude statuses based on your sales process.
  For instance, add “NURTURE” status to create specialized tasks or segments.

6. Troubleshooting 🔧

• Problem: “No email found in Dropcontact response”
  Cause: Input data mismatched or incomplete company/contact info.
  Solution: Verify that Lonescale webhook data includes valid company domain and names. Re-check mapping in Dropcontact node.
• Problem: “HubSpot OAuth2 authentication failed”
  Cause: Expired or revoked OAuth tokens.
  Solution: Reconnect your HubSpot OAuth2 credentials in n8n under credentials manager and reauthorize.
• Problem: “Slack messages not posted”
  Cause: Missing OAuth scopes or incorrect channel names.
  Solution: Confirm Slack app has chat:write scope and channel exists. Test sending messages using Slack node directly.

7. Pre-Production Checklist ✅

• Test webhook manually with sample payload from Lonescale.
• Verify Dropcontact enrichment returns valid email addresses.
• Confirm HubSpot company search returns existing company or null.
• Test creation and update paths for companies and contacts.
• Check if HubSpot leads status branch logic triggers correct downstream nodes.
• Send test Slack notifications to ensure channels and OAuth work.

8. Deployment Guide

Once tested, activate your workflow in n8n by toggling it from inactive to active.
Monitor execution logs for errors in the first few days.
Set up alerts for errors via n8n’s built-in monitoring or external tools.
Consider backing up your workflow JSON periodically in case rollback is needed.

9. FAQs

• Can I replace Dropcontact with another enrichment service?
  Yes, you can swap Dropcontact with any contact enrichment API by replacing the node and adjusting the mapping accordingly.
• Does this workflow consume HubSpot API credits?
  Yes, creating and updating records uses HubSpot API calls that count against your plan limit.
• Is data secure in this workflow?
  Your data is handled by secure APIs with OAuth2 authentication, but always adhere to your company’s compliance and privacy policies.
• Can this scale to hundreds of hiring signals per day?
  Yes, n8n cloud or self-hosted infrastructure can handle scaling. Monitor execution and optimize for batch processing if needed.

10. Conclusion

By building this n8n workflow, you’ve automated Sarah’s entire hiring lead management process—capturing job intent signals from Lonescale, enriching contacts with Dropcontact, synchronizing and updating HubSpot CRM, adding leads to Lemlist campaigns, and keeping sales and CS teams informed via Slack.

This saves hours per day previously lost to manual updating, reduces errors, and helps the sales team engage leads faster and more effectively.

Next steps could include:

• Integrating calendar scheduling to automate meeting bookings with leads.
• Adding SMS or other multi-channel outreach steps beyond Lemlist emails.
• Building dashboards to monitor lead pipeline health and outreach success in real-time.

Keep experimenting and refining your lead automation to maximize your sales results!