Enrich new HubSpot contacts with Podchaser podcast appearances

PromptCreate

Build a code workflow that enriches every newly created HubSpot contact with a summary of their public podcast appearances from Podchaser.

Trigger: a HubSpot webhook on the contact.creation event. The workflow should fire once per new contact.

Inputs from the trigger payload: the new contact's HubSpot ID, full name (firstname + lastname), and company name if present.

Pipeline (deterministic, no LLM judgment in the middle):

1. Call Podchaser Search Credits with the contact's full name to find every podcast credit attributed to them. If a company is present on the contact, you can use it as a tiebreaker when more than one creator matches the name, but do not require a company match.

2. Take the top 10 most recent credits (sort by episode air date or credit date, descending).

3. For each of those 10 credits, call Podchaser Get Podcast by Identifier to fetch the show title and the show URL. Cache by podcast ID inside the run so we never fetch the same show twice.

4. Format a single compact note. Header line: "Podchaser podcast appearances (top 10 most recent)." Then one bullet per credit with: show name, role (host / guest / producer / etc.), episode title, episode date in YYYY-MM-DD, and the show URL as a clickable link. Keep the note under HubSpot's note size limits; if a field is missing, omit it gracefully.

5. Call HubSpot Create Note with the formatted body and associate it to the new contact's ID so the note shows up directly on that contact's timeline.

Empty-result handling: if Podchaser Search Credits returns zero results for the name, still call HubSpot Create Note with a short body that reads "No public podcast appearances found on Podchaser as of {today's date in YYYY-MM-DD}." so reps can see the lookup ran rather than wondering whether it was skipped.

Error handling: if Podchaser is unreachable or returns an auth error, retry once with backoff, then fall back to writing a note that reads "Podchaser lookup failed at {timestamp}; retry later." Never block contact creation. If HubSpot Create Note itself fails, log the error and stop. The workflow should be idempotent if the same webhook is delivered twice (use the contact ID + the day's date as a dedupe key for the note).

Out of scope for this workflow: ranking, scoring, or summarizing the appearances; emailing the rep; updating any contact properties beyond the attached note. Keep it tight: webhook in, single note out.

What does this prompt do?

Watches HubSpot for newly created contacts and reacts the moment one shows up.
Searches Podchaser for that person's public podcast credits using their full name.
Pulls the 10 most recent appearances and grabs each show's title and link.
Writes a clean summary note (show name, role, episode, date, link) and attaches it directly to the contact in HubSpot.
If no appearances exist, leaves a short note saying the lookup ran so reps know it was checked.

What do I need to use this?

A HubSpot account where you can receive new-contact webhooks and create notes on contact records.
A Podchaser account with API access (Client ID and Client Secret from your Podchaser settings).
Enough HubSpot permission to associate notes with contacts.

How can I customize it?

Change how many appearances get listed (default is the 10 most recent).
Tweak the note format, for example to include show ratings, episode descriptions, or only host roles.
Add a filter so the lookup only runs for contacts at certain companies or with certain lifecycle stages.
Swap the destination from a contact note to a custom contact property or a Slack ping to the assigned rep.

FAQs

What happens if the contact has never been on a podcast?

The workflow still attaches a short note saying no public appearances were found on Podchaser, with the date of the lookup. That way reps know the check ran and don't redo it manually.

Does this work on HubSpot's free tier?

Yes. Creating notes and listening for new-contact webhooks are available on every paid HubSpot tier and most free setups. You only need permission to create notes and associate them to contacts.

How accurate is the name match on Podchaser?

Podchaser indexes credits by creator name. Common names can pull in other people, so the workflow keeps the list short (10 most recent) and includes the show and episode title so reps can sanity-check at a glance.

Will this fire for contacts created by imports or form submissions?

Yes. HubSpot fires the new-contact event whether the contact came from a form, an import, an integration, or manual entry, so the lookup runs in all those cases.

Can I change which contacts trigger the lookup?

Yes. You can add a filter step that checks lifecycle stage, source, or company and skips contacts that don't match, so you only spend Podchaser lookups on contacts you actually plan to reach out to.

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