HubSpot Warmup Rotation Automation Setup

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How it works

• A schedule trigger runs daily at 9am (no Warmy webhook required).
• n8n reads from two HubSpot static lists: the full pool list and the active warmup list.
• The workflow increases the desired warmup target size by a random 4–7% daily (starting at 30 if empty), shuffles the full pool, and selects the exact number of required contacts.
• It compares this desired set against the current warmup list to directly add or remove contacts via the HubSpot list membership API.
• HubSpot list membership acts directly as the warmup flag, removing the need for a custom contact property.

Before you start

• The Update rotate seedlist on HubSpot workflow must already be active for the intended split to supply the pool list input.
• You need the existing HubSpot Service Key credential (includes crm.lists.read and crm.lists.write).

Instructions

Step 1 — Attach the HubSpot credential to all 4 HTTP nodes Open the four HTTP nodes in n8n and select your existing HubSpot Service Key from the authentication dropdown.





HTTP: get pool members







HTTP: get warmup members

HTTP: remove members from warmup list





HTTP: add members to warmup list







Step 2 — Paste the pool list ID into the config Go to HubSpot (CRM → Segments) and locate the segment maintained by the sync workflow. Copy its ID from the browser address bar (e.g., 17). Open the Set: warmup config node in n8n and paste it into pool_list_id.




{
  "pool_list_id": "17",
  "warmup_list_id": ""
}

Step 3 — Create the warmup segment in HubSpot Return to the HubSpot Segments overview. Click Create segment → Contacts → Next. Name it (e.g., "Warmup Segment"), choose Static processing, and save. Copy this new segment ID from the address bar (e.g., 19).

Step 4 — Paste the warmup list ID into the config Open the Set: warmup config node in n8n again and insert the new ID into warmup_list_id.

{
  "pool_list_id": "17",
  "warmup_list_id": "19"
}

Step 5 — Check the schedule

Ensure the Schedule Trigger node is set to the correct daily runtime (defaults to 9 AM).

Step 6 — Tune the growth rate (optional)

Open the Code: compute new warmup set node. You can modify the growthRate variable. By default, 1.04 + Math.random() * 0.03 generates a daily increase between 4% and 7%.

Step 7 — Publish and test

Activate the workflow using the top-right toggle. Click Execute workflow to run it manually. Wait 3–5 minutes for HubSpot to recalculate, then check the Segments tab to confirm pool contacts have transferred into the warmup segment. Execute manually a second time to verify the warmup segment size grows properly.

Known Limitations & Troubleshooting

• Empty Fetches: If the pool list fetch is empty, the workflow aborts to protect the warmup list. It will retry on the next schedule.
• Error Notifications: HubSpot HTTP calls retry up to 3 times automatically. A persistent failure will only show in the n8n execution log unless a separate Error Trigger workflow is added.
• Scalability: To add another split, duplicate this workflow entirely rather than configuring a multi-split setup in a single canvas.