Weekly HubSpot to Google Groups customer sync, with audit log

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.

Additional information

What does this prompt do?

Pulls everyone in HubSpot whose lifecycle stage is Customer and treats that as the source of truth.
Compares that list to the current members of a Google Group you use for customer-only updates.
Adds new customers to the group, removes anyone who is no longer a customer, and leaves owners and managers untouched so a team admin never gets pulled out by mistake.
Writes one row per change to a Google Sheet with the timestamp, email, action taken, and HubSpot contact id so you have a clean paper trail every week.

What do I need to use this?

A HubSpot account where lifecycle stage is set on contacts (Customer is the value we filter on).
A Google Workspace account that can manage the target Google Group.
The address of the Google Group you want kept in sync.
A Google Sheet to use as the audit log, with a tab that has headers for timestamp, email, action, and HubSpot contact id.

How can I customize it?

Change the schedule. Monday at 6am ET is the default. Move it to daily, twice a week, or any other cadence that matches your customer comms rhythm.
Swap the HubSpot filter. Lifecycle stage of Customer is the starting point. You can target a different lifecycle stage, a specific contact list, or a custom property like Paid Plan.
Point it at a different group or sheet. Use the same workflow for a partner group, a beta group, or an internal newsletter list, and switch the audit log to whichever Sheet your team already uses for change tracking.

Frequently asked questions

Will this remove team admins from the group by mistake?

No. The workflow only touches members. Anyone with the Owner or Manager role in the Google Group is skipped, so your team admins stay in place even if their email is not in HubSpot as a customer.

What happens to people who churn or downgrade?

On the next Monday run, anyone whose HubSpot lifecycle stage is no longer Customer drops out of the source list. The workflow removes them from the Google Group as a regular member and logs the removal in the audit Sheet.

How do I know what changed each week?

Every add and every remove is appended as its own row in the Google Sheet, with the timestamp, email, action, and HubSpot contact id. You can sort or filter the Sheet to review the week at a glance.

Can I run this more often than weekly?

Yes. The schedule is a single setting. You can move it to daily or even hourly. Weekly is the default because most teams refresh customer comms lists on that cadence.

What if a customer email in HubSpot does not exist as a Google account?

Google Groups accepts external email addresses as members, so the add will still succeed. If Google rejects a specific address for a workspace policy reason, the workflow logs the failure and moves on to the next change.