Turn VideoAsk responses into scored HubSpot leads with Slack alerts

On a cron every 30 minutes, sweep VideoAsk for newly completed respondents on my lead qualification forms and turn each one into a scored HubSpot lead with a Slack alert to my sales team.

Trigger: cron, every 30 minutes. VideoAsk is not a poll provider, so use a scheduled sweep rather than a real-time trigger.

Step 1. In VideoAsk, call List Forms to enumerate my forms. Filter to the forms I use for lead qualification (either every form, or forms whose title matches a configurable pattern like "Qualification" or "Intake").

Step 2. For each qualifying form, call List Form Contacts with include_answers=true so each respondent's transcribed answers come back inline. Only process contacts whose status is completed. Skip contacts with status dropped_out unless they have at least one answer recorded (partial answers are still a warm signal). Only consider contacts created or updated in roughly the last hour so we don't reprocess old ones on every sweep. If a form has many contacts, page through with limit and offset until fewer than limit come back.

Step 3. Dedupe against HubSpot. For each candidate respondent, call HubSpot Get Contact with idProperty=email to check if that email already has a synced VideoAsk transcript note. If HubSpot already has a note for this VideoAsk contact id, skip. If the person is missing entirely, or exists but hasn't been synced from this VideoAsk contact, proceed. If VideoAsk didn't capture an email, fall back to Get Form Contact to fetch full detail, and if still no email, skip and log.

Step 4. Score and summarize. For each respondent, read the transcribed answers and write a short qualification summary (2 to 4 sentences) that explicitly calls out budget signals, timeline signals, and pain signals from the answers. Infer a HubSpot lifecycle stage from the answers: use marketingqualifiedlead when there are clear budget and timeline signals, salesqualifiedlead when they explicitly ask to talk to sales, and subscriber otherwise. Also produce a one-line verdict (for example, "Strong MQL: mid-market ops team, budget approved, wants to buy this quarter").

Step 5. Upsert into HubSpot. Call Batch Upsert Contacts (matched on email) with email, firstname, lastname, phone, and lifecyclestage. Batch up to 100 respondents per call when the sweep returns a lot.

Step 6. For each upserted contact, call Create Note associated with that contact. The note body should contain: a header with the VideoAsk form name and respondent name, the full transcript formatted as Question / Answer pairs (one block per question, using each answer's transcription), and then the agent-written qualification summary at the bottom under a "Summary" heading. Include the VideoAsk contact id somewhere in the note body so future runs can dedupe against it.

Step 7. Send a Slack message to a designated sales channel (channel id should be a configurable input, defaulting to #sales-leads). The message should include: respondent name and email, the one-line verdict, the inferred lifecycle stage, the single best pull quote from their answers (a short verbatim line from the transcript), and a link back to the VideoAsk conversation so a rep can click through and watch the video. Keep it compact so it reads well in the channel.

Inputs to expose: the sales Slack channel id, an optional form title filter, and the lookback window in minutes (default 60).

Error handling: if VideoAsk returns 429, back off and retry. If HubSpot returns a validation error for a specific contact in the batch, log that contact and continue with the rest. If Slack posting fails, still keep the HubSpot writes.