Recap Google Meet sales calls into HubSpot and draft Gmail follow-ups

Every hour, sweep my Google Meet sales calls that just ended, file a clean recap on the matching HubSpot deal, and stage a personalized Gmail follow-up the rep can send in one click. Trigger on cron, once per hour.

Step 1 — find the calls. In Google Meet, use List Conference Records filtered to conferences that ended in the last hour (use end_time as the filter). For each conference record, use List Participants to get who was on the call, then List Transcripts and List Transcript Entries to assemble the full transcript text in speaker order. Skip the conference if there are no external participants (everyone shares my company's email domain). Also skip if Google Meet has not finished generating the transcript yet — those calls will be picked up on a later run.

Step 2 — match to HubSpot. For each external participant email, use HubSpot Search Contacts to find the matching contact by email. If no contact is found, log the conference for manual review and move on. If a contact is found, use Search Deals to find that contact's most relevant open deal (associated with the contact, not closed-won or closed-lost). If multiple open deals exist, pick the one that was most recently updated.

Step 3 — write the recap. From the transcript, produce: a 3 to 5 sentence summary, a bulleted list of action items with owners and dates where stated, a bulleted list of next steps, and a short read on whether the deal moved forward, stalled, or changed shape (new stakeholder, new objection, changed timeline, changed scope). Use HubSpot Create Note to file this on the deal, associated with both the deal and the contact. In the body of the note, include a line like 'meeting_id: <conferenceRecord name>' so re-runs can detect this call has already been recapped.

Step 4 — idempotency. Before creating any note, search the deal's existing notes for that meeting_id tag. If the meeting has already been recapped, skip everything for that conference (no note, no deal update, no draft). This is how reruns stay safe.

Step 5 — refresh the deal. If the call materially changed the picture, use HubSpot Update Deal to refresh next_step (always) and amount (only if a new number was discussed and agreed). Don't touch close_date or stage unless the prospect explicitly committed to a date or asked to move forward.

Step 6 — stage the follow-up. Use Gmail Create a Draft addressed to the prospect (the primary external attendee). The draft should include: a warm opener that references something specific from the call, a short recap, the agreed action items with owners and dates, and a proposed next meeting time based on what was discussed. Sign it from the rep (the deal owner in HubSpot). Do not send the email — only create the draft so the rep can review, edit, and send.

Tone for both the note and the draft: professional, concise, specific to what was actually said. No filler, no marketing language, no em dashes.