Turn Prospect Emails Into Staged Pipeline Contacts
Prospects email you with different levels of intent. Notis creates contacts automatically and stages them in your pipeline, so your sales team immediately knows who's hot and who needs nurturing.
Trigger
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Action
Create batch of contacts
Creates up to 100 new contact records in hubspot crm, optionally associating them with existing crm objects; ensure associated object ids are valid.
Why this helps
You get emails from prospects at various stages of buying intent, but creating contacts without stages makes it unclear who's ready to talk and who needs nurturing. Your pipeline stays messy.
- Automatically stages prospects based on email signals (questions, proposals, objections)
- Gives your sales team immediate visibility into deal readiness
- Reduces the overhead of manually assigning pipeline stages
- Improves sales velocity by flagging hot opportunities fast
Setup
Build it in a few focused steps.
- 1Connect Gmail and Hubspot to Notis.
- 2Create an automation: 'When I get an email from a prospect containing words like demo, pricing, proposal, or interested, create a contact in Hubspot and set them to the qualified stage. If they mention budget or timeline, move them to proposal stage.'
- 3Choose your notification channel.
- 4Test with a sample prospect email and verify the contact is created and staged correctly in Hubspot.
Questions about this workflow
Can I customize which stages map to which email keywords?
Yes. In your prompt, you tell Notis: 'If email mentions X, set to stage A. If email mentions Y, set to stage B,' etc. It's fully customizable.
What if I want to set a default stage?
You can tell Notis: 'For any prospect email without clear intent signals, default to the early-stage prospect pipeline level.'
Does it work with custom pipeline stages?
Yes. Notis can work with any pipeline stages you've configured in Hubspot.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Gmail to Hubspot. A trigger fires from one place; an action lands in another.
Gmail triggers
Hubspot actions
Email Sent
Triggers when a Gmail message is sent by the authenticated user. It polls the 'SENT' label and emits metadata including sender, recipients, subject, timestamp, and thread ID.
Add asset association
Associates an existing asset ('form', 'object list', or 'external web url') with a specified hubspot marketing campaign.
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Add token to event template
Adds a new custom data token to an existing event template for a specified hubspot application, optionally populating a crm object property if objectpropertyname is provided.
Archive email
Archives the hubspot email specified by `emailid` by moving it to the recycling bin, making it inaccessible unless restored.
Archive a batch of emails by ID
Archives multiple hubspot crm emails by id; ids must exist as archiving is irreversible.
Archive a batch of quotes by id
Archives a batch of existing, non-archived quotes by their ids; this action is irreversible and useful for managing outdated or irrelevant quotes.
Archive batch of companies by id
Archives a batch of companies by their unique ids; targeted companies must exist, not be previously archived, and this api operation is irreversible.
Archive batch of contacts by id
Archives a batch of existing contacts by their hubspot crm ids, rendering them inactive; this action is irreversible via the api and requires manual restoration or a separate unarchive endpoint.
Archive batch of deals by id
Archives a batch of existing deals by their unique hubspot ids, removing them from active views and reports (soft delete); archived deals may be restorable.
Connect any two apps with Notis in the middle.
Not just Gmail and Hubspot. Any combination from 1,000+ integrations.
When this happens · Trigger
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