Smartlead and HubSpot Marketing Campaign Data Synchronization and Analysis Workflow

Workflow Name

Key Features and Highlights

This workflow enables batch retrieval of marketing campaigns and their lead data from the Smartlead platform, integrates it with data from the HubSpot Customer Relationship Management (CRM) system, and performs real-time synchronization and status updates of campaigns and leads. The consolidated analysis results are then exported to Google Sheets for multi-channel viewing and decision-making. The workflow supports automated batch processing, data cleansing, deduplication, and conditional logic to ensure data accuracy and efficient updates.

Core Problems Addressed

Automates synchronization of marketing campaigns and customer lead data between Smartlead and HubSpot, eliminating inefficiencies and errors caused by manual import/export.
Provides real-time updates of lead lifecycle stages, enabling sales and marketing teams to accurately track potential customer conversion progress.
Centralizes management and storage of multi-channel data, including campaign statuses and customer engagement metrics (e.g., open rates, click rates, reply counts), supporting data-driven marketing optimization.
Implements scheduled triggers for continuous data updates and monitoring, ensuring the timeliness of marketing data.

Use Cases

Marketing teams needing cross-platform integration of campaign data and customer leads to enhance marketing performance monitoring and analysis efficiency.
Sales teams requiring real-time visibility into customer lifecycle stages for precise follow-up and relationship management.
Operations analysts aggregating and visualizing data to evaluate overall campaign performance and conversion effectiveness.
Enterprises aiming to build automated data synchronization systems to reduce manual operations and data silos.

Main Workflow Steps

Scheduled Trigger: Periodically execute the workflow to ensure real-time data synchronization.
Configure Smartlead API Key: Dynamically set the API key to access Smartlead endpoints.
Fetch All Smartlead Campaigns: Use the Smartlead API to batch retrieve the full list of campaigns.
Loop Through Campaign List: Process each campaign individually.
Extract Lead Data for Each Campaign: Call Smartlead API to export lead data for the specific campaign.
Data Cleansing and Structuring (Code Node): Parse the exported CSV lead data into structured JSON objects.
Upsert Lead Activity Data: Insert or update lead data into the Postgres database.
Update Campaign Information: Synchronize and update detailed campaign information in the database.
Query Postgres Based on Lead Criteria: Filter leads that require lifecycle stage updates.
Loop Through Filtered Leads: Process each qualifying lead individually.
Retrieve Corresponding Customer Info from HubSpot: Pull lifecycle stage and related metrics from HubSpot.
Conditional Check: Determine if a HubSpot company ID exists to decide the data writing path.
Update HubSpot-Related Tables and Lead Activity Table: Write HubSpot data into the database and update the lead lifecycle check timestamp.
Merge Data Streams: Combine multiple data flows to ensure data completeness.
Export Analytical Report to Google Sheets: Import the consolidated campaign performance data into Google Sheets for easy viewing and sharing.

Systems and Services Involved

Smartlead: Source of marketing campaign and lead data, providing campaign listing and lead export APIs.
HubSpot: CRM system offering customer lifecycle stages and sales lead statuses.
PostgreSQL: Database for storing and updating marketing campaign and lead data, enabling data persistence.
Google Sheets: Reporting platform for real-time visibility of campaign performance among team members.
n8n Automation Platform: Drives the automated execution of the workflow and data flow between nodes.

Target Users and Value

Marketing Professionals: Automate synchronization and analysis of marketing campaign data to improve campaign management efficiency.
Sales Teams: Gain real-time insights into lead statuses and lifecycle stages to optimize follow-up strategies.
Data Analysts and Operations Teams: Centrally manage multi-channel data and generate visual reports to support decision-making.
Enterprise IT and Automation Engineers: Build stable and efficient data synchronization and automation processes, minimizing manual operation risks.

By seamlessly integrating Smartlead and HubSpot data with robust database and reporting tools, this workflow helps enterprises automate the collection, consolidation, and analysis of marketing data, significantly enhancing transparency and effectiveness tracking of marketing campaigns.