Mirror Hireflix candidates into HubSpot with AI summary notes

Build an agent workflow that runs whenever a candidate finishes a one-way video interview in Hireflix, mirrors them into HubSpot as a contact, and attaches an AI-drafted summary of the interview as a note on that contact.

Trigger: a Hireflix webhook on the Interview Finished event. Webhooks are configured in the Hireflix admin dashboard under Profile then Webhooks. The webhook payload identifies the finished interview by id.

When the trigger fires, the agent should:

1. Call the Hireflix Fetch Interview Results operation with the interview id from the webhook payload. Pull back the candidate name, email, phone, position title, per-question video answers, transcripts, and any existing scores or recruiter comments. Also grab a current review link (Hireflix review URLs are signed and expire after 14 days, so this must be fetched fresh at run time, not stored).

2. Read the transcripts and draft a concise candidate summary. Format the summary as short labeled bullets, not prose. Cover four sections: Strengths, Concerns, Recommended next step, and a suggested HubSpot lifecycle stage. Suggest 'lead' for weaker fits and 'opportunity' (or a similarly advanced stage) for strong fits, based on transcript quality and any Hireflix scores. Keep the total note body under a few hundred words.

3. Call the HubSpot Batch Upsert Contacts operation keyed on the candidate's email address (idProperty = email). First-time candidates should be created; repeat applicants should be updated in place. Write email, first name, last name, and phone number if present, plus the position title and the interview completion date. Important: never overwrite an existing lifecycle stage that is further along than the agent's suggestion. If the contact already exists at an equal-or-later stage, leave the stage alone. Otherwise write the suggested stage.

4. Call the HubSpot Create Note operation and associate the note to the contact from step 3. The note body should contain the labeled-bullet AI summary, the position title, the interview completion timestamp, the fresh Hireflix review link, and the Hireflix interview id (so a recruiter can regenerate a review link once the first one expires).

Rules to bake into the agent's instructions: dedupe on email, format the summary as short labeled bullets not prose, never downgrade an existing lifecycle stage, keep the note under a few hundred words, and always fetch the Hireflix review link at run time rather than storing one. If the candidate has no email in Hireflix, skip the HubSpot writes and stop cleanly with a message explaining why.