Hourly HubSpot to Nooks: enrich phones and auto-enroll new ICP contacts

Build me an agent workflow that runs every hour on a cron trigger. The goal is to take newly created HubSpot contacts that match our ICP, enrich their phone numbers with Apollo, mirror them into Nooks, and enroll each one into the right outbound sequence based on job title.

Step 1. Pull new HubSpot contacts. Use HubSpot Search Contacts to find contacts where createdate is within the last hour. Apply a configurable ICP filter on top of that. Default the filter to lifecycle stage equals 'lead' OR 'marketingqualifiedlead', but expose lifecycle stage and lead source as inputs the user can override. Return at least these properties on each contact: firstname, lastname, email, phone, mobilephone, jobtitle, company, hs_lead_status, hs_calculated_phone_number, and hs_legal_basis (so we can detect Do Not Call).

Step 2. Filter out anyone marked Do Not Call in HubSpot before doing anything else. Also drop anyone missing an email address, since Nooks will reject them with UNPROCESSABLE_ENTITY.

Step 3. For any remaining contact that is missing both a mobile and a direct-dial phone number, call Apollo People Enrichment using the contact's email (and name + company as fallback identifiers for match accuracy). If Apollo returns a mobile or direct number that HubSpot does not already have, write it back to HubSpot using Update Contact. Never overwrite an existing phone value. Note Apollo enrichment consumes credits, so only call it for contacts that actually need a phone.

Step 4. Mirror the contacts into Nooks. Use Nooks Sync Prospects from CRM with integrationType 'hubspot' and the HubSpot contact IDs as external IDs. Batch up to 100 IDs per call. The response returns per-record results and errors. Log every entry in errors[] (NOT_FOUND_IN_CRM, MAPPING_FAILED, etc.) into the run summary so the user knows which contacts failed and why. Use the prospect IDs returned in results[] for the next step.

Step 5. Pick the right sequence per prospect using a simple title-to-sequence mapping the user supplies. Default mapping: titles containing 'VP', 'Chief', 'Head of', 'Director', or 'President' go to a sequence named 'Exec Outbound'. Everything else (IC and manager roles) goes to 'Practitioner Outbound'. Resolve those sequence names to Nooks sequence IDs by calling Nooks List Sequences once at the start of the run and caching the name to ID lookup. If the user-provided mapping references a sequence name that does not exist in Nooks, stop and report it instead of guessing.

Step 6. Before enrolling, dedupe. For each prospect, check Nooks List Sequence States filtered by that prospect ID to see if they are already enrolled in any active sequence. If they are, skip them and note it in the summary. This avoids the CONFLICT error Nooks returns on duplicate enrollment.

Step 7. Call Nooks Enroll Prospect in Sequence for each remaining prospect with its mapped sequence ID. If a 422 UNPROCESSABLE_ENTITY comes back (prospect missing valid email or marked Do Not Call inside Nooks), log it and continue. If a 409 CONFLICT comes back, treat it as already enrolled and continue. Never fail the whole run on a single bad prospect.

Step 8. Output a run summary with these counts: contacts pulled, contacts dropped for DNC or missing email, contacts enriched via Apollo (and how many phones were written back), prospects synced to Nooks (success vs error), prospects already enrolled (skipped), prospects newly enrolled per sequence, and a list of any per-record errors with the contact name, email, and reason. Keep the summary short and scannable.

Make the ICP filter, the title-to-sequence mapping, and the fallback behavior for unmatched titles (skip vs default sequence) all configurable inputs on the workflow. Default the trigger to every hour but let the user change the cadence.