Weekly HubSpot customer sync to Google Groups

By General Input

Every Monday at 6am ET, match your Google Group of customers to your HubSpot customer list, add the missing ones, remove the churned ones, and log every change.

Integrations

  • HubSpot
  • Google Groups
  • Google Sheets

Type

Deterministic Code

Categories

  • Operations
  • Customer Support

Build me a deterministic, code-based workflow that reconciles my HubSpot customer list with a Google Group I use for customer-only announcements. It should run on a schedule, every Monday at 6:00am America/New_York.

Inputs the workflow needs (collect at build time and store on the workflow):

1) The target Google Group's identifier or email address. 2) The Google Sheet spreadsheet id and tab name to use as the audit log. The tab already has these column headers in row 1: timestamp, email, action, hubspot_contact_id.

Step 1. Pull the current set of HubSpot customers. Use the HubSpot Search Contacts operation with a filter where the property lifecyclestage equals customer. Page through every result. From each contact, keep the email (lowercased and trimmed) and the contact id. Skip contacts that have no email.

Step 2. Pull the current memberships of the target Google Group using the Google Groups List Memberships operation. Page through every result. For each membership keep the membership name (resource name used for deletes), the member's primary email (lowercased and trimmed), and the member's role (one of OWNER, MANAGER, or MEMBER).

Step 3. Compute the diff in memory. Build two sets keyed by lowercased email: the HubSpot customer set, and the Google Group MEMBER-role set. Then compute:

to_add = emails in HubSpot customers that are not present at all in the group's memberships (any role).

to_remove = emails that exist in the group with role MEMBER but are not in the HubSpot customer set.

Guardrail: never include an email whose group role is OWNER or MANAGER in to_remove, even if they are missing from HubSpot. The sync must only touch the MEMBER role.

Step 4. Apply the changes. For each email in to_add, call Google Groups Create Membership on the target group with role MEMBER. For each membership in to_remove, call Google Groups Delete Membership using the membership resource name from step 2. Handle the long-running operation responses (poll until done where needed). On a per-row failure, log the error and continue processing the rest. Do not abort the whole run on a single failure.

Step 5. Write the audit log. For every successful add or remove, append one row to the configured Google Sheet tab via Google Sheets Append Values with these columns in order: ISO 8601 timestamp in UTC, the email, the action ("add" or "remove"), and the HubSpot contact id (leave blank for removes where the contact id is not known). Batch the appends into a single Append Values call if possible to stay under rate limits.

At the end of the run, output a short summary: number of customers found in HubSpot, number of current group members, number added, number removed, number skipped due to OWNER or MANAGER role, and number of per-row failures with their error messages.

Use my connected HubSpot, Google Groups, and Google Sheets credentials. Keep all logic in deterministic code nodes, no LLM judgement calls.

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