Grain to HubSpot: auto-log calls, notes, and follow-up tasks

Build me an agent workflow that automatically logs my Grain sales calls into HubSpot the moment a recording finalizes.

Trigger: a Grain webhook on the recording.added event. Register it on first run using Grain's Create Webhook operation, pointing at this workflow.

When the webhook fires, the agent should:

1) Pull the full recording from Grain using Get Recording, requesting the AI summary, highlights, transcript, and participants. Capture the recording's share URL too.

2) Decide whether the meeting is external. Check the participants list: if every attendee shares my company's email domain (provided as an input named company_domain), stop and exit quietly. Only proceed if at least one participant is on an outside domain.

3) For each external participant, look them up in HubSpot using Get Contact with idProperty=email. If no contact is found, skip that attendee (do not create a new contact). For matched contacts, also collect any associated deals that are not in a closed-won or closed-lost stage.

4) Compose a single meeting note body containing: the meeting title and date, the Grain AI summary, a short bulleted list of key highlights where each highlight is rendered as a clickable link to its Grain timestamp, and a final 'Watch the recording' link back to Grain. Use HubSpot's Create Note operation to write that note and associate it with the matched contact and with any open deals associated with that contact.

5) Extract action items from the AI summary and transcript. For every action item, call Create Task in HubSpot with: subject set to the action item, body set to a one-line context blurb plus a link to the Grain recording, owner set to the workflow's user (me), associations to the same contact and any open deals, and a due date inferred from the transcript if a clear date or relative time is mentioned. If no due date is mentioned, default to three business days from today.

Guardrails: never create duplicate notes if the same recording webhook fires twice (dedupe on recording id). Never create a contact, deal, or company. Never reassign existing tasks. If the Grain recording lacks an AI summary (free plan), log a clear error and stop.

Inputs the workflow should ask me for on first run: my company's email domain (e.g. acme.com), and the HubSpot owner id to assign tasks to (default: the connected user).

Additional information

What does this prompt do?

Listens for Grain to finish processing a new sales call, then pulls the AI summary, highlights with clickable timestamps, transcript, and the participant list.
Finds the matching HubSpot contact by email for every external attendee, and writes a clean meeting note onto each contact and any open deal they are on.
Reads the action items out of the call and creates a HubSpot task for each one, assigned to you with a due date pulled from the conversation or set three business days out.
Skips internal-only meetings automatically so you only see real customer conversations land in your CRM.

What do I need to use this?

A Grain account on a plan that includes AI summaries and highlights (Business or Enterprise).
A HubSpot login with permission to read contacts and deals and to create notes and tasks.
Your work email domain so the agent knows which attendees count as internal vs external.

How can I customize it?

Change the fallback due date for action items (default is three business days) or always use a fixed offset.
Decide whether notes should land only on the contact, or also on every open deal that contact is associated with.
Tighten or loosen the internal meeting filter, for example by ignoring partner domains or any call with fewer than two external attendees.

Frequently asked questions

Do I need to manually upload each Grain call?

No. Grain notifies the workflow the moment a recording finishes processing, so the note and tasks usually land in HubSpot within a couple of minutes of the call ending.

What happens if an attendee is not in HubSpot yet?

The agent skips that attendee by default rather than creating a stub record. You can switch on contact creation later if you want every new face from a call to land in HubSpot.

Will it spam tasks for internal standups and 1:1s?

No. The workflow checks the participant list and only runs when at least one attendee is on an outside email domain, so internal-only meetings are ignored.

Can the AI summary include clickable jumps to specific moments?

Yes. Highlights are written into the HubSpot note as a short list with Grain timestamps that link straight into the recording.

Where do action items get assigned?

Each action item becomes a HubSpot task owned by you with the meeting recap in the body, so it shows up in your normal HubSpot task queue.